Agenda and minutes

Apologies for absence were received from Sheriff & Alderman Peter Estlin, Adam Richardson and Alderman Alison Gowman (observer).

John Scott declared a non-pecuniary interest stating that he currently served as a JP in the City’s Courts.

To agree the public minutes and summary of the meeting held on 2 December 2017.

The public minutes of the meeting held on 2 December 2016 were considered and approved as a correct record.

MATTERS ARISING

Terms of Reference and Frequency of Meetings (page 2) – The Town Clerk reported that the Sub Committee’s amended terms of reference had been submitted to the Policy and Resources Committee and that these were approved at their January 2017 meeting.

Report of the City Surveyor.

The Sub Committee considered a report of the City Surveyor regarding a Gateway 1&2 Project Proposal for External Repair Works at the City Magistrates Court.

The City Surveyor reported that the project proposal encompassed a number of building, repairs and maintenance works identified as being required for completion in 2018/19 at the City Magistrates Court in order to keep the premises functioning as is.

The City Surveyor went on to report that the external works required on the City Magistrates Court had previously been postponed to await the completion of the nearby Bloomberg development. However, it was now proposed that these works be brought forward, something which the Projects Sub Committee had agreed to at their meeting last month.

The Chairman highlighted that there would be further discussion around a wider strategy for the future of the City Magistrates Court in the non-public session of the meeting. However, the proposed building, repairs and maintenance work detailed within the report would be required regardless of any future decision.

The City Surveyor reported that the only possible area of the works that could be aborted was the roof replacement as, if the building were to be sold at any point in the future, the purchaser may want/need to construct additional floors.

In response to a question, the City Surveyor reported that current works around Bank would be taken into account in the phasing of any future works to be carried out on the City Magistrates Court once the full scope and costs of the works required was known.

RESOLVED – That, the Sub-Committee agree with the recommendation that the Project proceed to the next Gateway on the Regularroute.

Joint report of the Secondary and the Comptroller & City Solicitor.

The Sub Committee considered a joint report of the Secondary of London and the Comptroller and City Solicitor providing Members with further clarification as to the risk of permitting mobile phones and other smart technology into the public galleries at the Central Criminal Court.

The Secondary stated that this report further highlighted the risks of permitting mobile phones or other smart technology into the public galleries at the Central Criminal Court. These included not only huge reputational risks but also the risk of contempt of court proceedings.

The Committee were informed that an added difficulty was that the public viewing galleries at the Central Criminal Court were raised and situated off-centre meaning they were not in direct view of the well of the Court or Court staff.

The Comptroller and City Solicitor reported that the recommendation that the current policy in this area should be maintained was in line with the rules followed by HMCTS. He added that the policy would apply to mobile phones as well as other forms of smart technology and recordable devices.

The Recorder reported that he had had the opportunity to feed in to this report at various stages and felt that it was correct for this Sub-Committee to now take a final view on this.

The Secondary reminded Members that the original policy paper had been put to the Sub Committee for consideration in October 2016 and so it was therefore proposed that this be reviewed further in October 2017 and, thereafter, on an annual basis.

RESOLVED – That, the current position of retaining the prohibition of mobile phones and other recordable devices in the public galleries remains until reviewed in October 2017.

Joint report of the Secondary and the Town Clerk.

The Sub Committee received a joint report of the Secondary of London and the Town Clerk updating Members on departmental progress in relation to the Corporation’s Strategic Asset Management – Facilities Management (FM) Review Project.

The Secondary reminded the Sub Committee that the Central Criminal Court had been the first department selected to undertake an FM Review. He went on to state that, as a result of the review, it was not recommended that security at the site be contracted out at present.

With regard to the site’s boiler maintenance staff, the Secondary reported that the quote received from Interserve had raised some concerns around cost. The Assistant Town Clerk reported that he had discussed the issue with the Secondary and was of the view that this needed to be speedily resolved. He stated that a further report would be submitted to the Sub Committee on this matter or would be dealt with under Urgency procedures if necessary.

In-house cleaning services had also formed part of the review and Members were informed that the FM Review Team were now some outstanding issues, particularly around the non-core cleaning activities currently undertaken by the cleaning team, and how these might be accurately costed.

In response to questions, the Secondary confirmed that all contractors on site at the Central Criminal Court all underwent police checks as a minimum.

In response to questions regarding the request made to HMCTS to agree to the security staff uplift recommended by the 2016 Police Review of the CCC’s security services and their lack of response to date, the Secondary confirmed that he was due to meet with HMCTS representatives on this shortly. Members were firmly of the view that the City Corporation should make no commitment to solely fund this should a decision from HMCTS not

Sub Committee Visit

The Town Clerk confirmed that the Sub Committee’s visit to the City Magistrates Court would take place on Thursday, 2 March and that a detailed itinerary would be supplied to members once this had been agreed with the Court.

The Town Clerk went on to confirm that further visits to the other City Courts would be arranged later this year, after the March election period.

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

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.

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 Part I of Schedule 12A of the Local Government Act.

To agree the non-public minutes of the meeting held on 2 December 2016.

The non-public minutes of the meeting held on 2 December 2016 were considered and approved as a correct record.

Report of the Secondary.

The Sub Committee received a report of the Secondary of London updating Members on progress in increasing security measures in the Central Criminal Court (CCC) in both physical and staffing elements.

A Member questioned if the Sub-Committee could also be briefed on the utilisation and works requirements at the Mayor’s and City of London Court.

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

Report of the Town Clerk (TO FOLLOW).

The Sub-Committee considered and approved a report of the Town Clerk & Chief Executive setting out proposals for the reorganisation of Mansion House and the management of the Central Criminal Court.