Agenda and minutes

Apologies were received from George Abrahams, Christopher Boden, John Fletcher, Jamie Ingham Clark, Oliver Lodge, Robert Merrett, Deputy Henry Pollard and Philip Woodhouse.

The Town Clerk reported that the Chairman had agreed that two items of business on the agenda for the meeting should be withdrawn. These were item 9 (“Request for Support: Feasibility Study for a Great Fire of London Public Spectacular”) and item 23 (“160 Aldersgate – Surrender and Re-grant of Head Lease”).

Alderman Charles Bowman and Jeremy Mayhew declared pecuniary interests in respect of item 19 (“Oracle Programme Update”) due to being employed by PriceWaterhouseCooper. Both Members withdrew from the meeting during the consideration of that item.

Randall Anderson and Jeremy Mayhew declared non-pecuniary interests in respect of item 20 (“ Council Tax – Claim for a Reduction in the Amount of Council Tax Payable”) as they both personally knew the applicant.

The Town Clerk advised that Members of the Gresham (City Side) Committee did not need to declare their membership of that Committee as an interest in relation to item 16 (“City Cash Contingency Application - Biography of Sir Thomas Gresham”).

To agree the public minutes and non-public summary of the meeting held on 23 September 2014.

RESOLVED – That the public minutes and non-public summary of the meeting held on 23 September 2014 be approved as an accurate record.

Report of the Town Clerk.

The committee considered the report of the Town Clerk which provided details of outstanding actions arising from minutes of previous meetings of the Committee.

RESOLVED – That the Committee notes the report.

To receive the public minutes of the meeting held on 10 September 2014.

RESOLVED – That the public minutes and non-public summary of the Efficiency & Performance Sub Committee meeting held on 10 September 2014 be noted.

To receive the public minutes and non-public summary of the meeting held on 23 September 2014.

RESOLVED – That the public minutes and non-public summary of the Information Systems Sub-Committee meeting held on 23 September 2014 be noted.

Report of the Chamberlain. (To follow)

The Committee considered the Chamberlain’s Monthly Budget Monitoring report as at the end of September 2014. This report was considered in conjunction with agenda item 8 (“Finance Committee Contingencies”).

The Chamberlain explained that going forward the Committee would receive this report on a quarterly basis. The Chairman and Deputy Chairman would continue to be provided with monthly reports, and any major issues would be reported to the Committee.

In response to a question from a Member, the Chamberlain explained that the tables in the appendix of item 8 were based on out of date information and the similar tables in appendix 2 of item 7 contained the correct information.

RESOLVED – That the Committee notes the report.

Report of the Chamberlain.

The Committee considered this item, a report of the Chamberlain setting out the current position in relation to the Finance Committee’s contingency funds, in conjunction with item 7 and noted the report.

RESOLVED – That the Committee notes the report.

Report of the Director of Culture, Heritage and Libraries. The report was also approved by Policy & Resources Committee on 2 October and will be considered by the Culture, Heritage and Libraries Committee on 27 October.

This report was withdrawn.

Report of the Chamberlain.

The Committee considered a report of the Chamberlain which provided Members with an update on compliance with the requirements to issue a purchase order and provided the quarterly update on the number of procurement waivers approved and contract awards signed off by the Chamberlain over the last quarter.

RESOLVED – That the Committee notes the report.

Report of the Director of Culture, Heritage and Libraries. This report will also be considered by the Culture, Heritage and Libraries Committee on 27 October.

The Committee considered the report of the Director of Culture, Heritage and Libraries which requested the Committee to approve revisions to the Acquisitions and Disposals Policy of the Guildhall Art Gallery.

RESOLVED – That the Committee approves the recommended revisions to the Guildhall Art Gallery ‘Acquisitions and Disposal’ Policy relating to ‘Use of Proceeds of Sale’ as outlined in Appendix 1 to the report.

Report of the Chamberlain.

The Committee considered a report of the Chamberlain which provided an update on progress with the insourcing of the Revenues Collection Service. The Service successfully completed its transfer on schedule on 6^th October.

RESOLVED – That the Committee notes the report.

There were no questions.

There was no other business.

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 Schedule 12A of the Local Government Act.

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 Schedule 12A of the Local Government Act.

Report of the Town Clerk. (To follow)

The Town Clerk explained that the Chairman had agreed to vary the order of business of the meeting to allow this item to be considered at the earliest possible opportunity in the agenda.

The Committee considered and approved a report of the Town Clerk which requested funding for a biography of Sir Thomas Gresham to mark the 500^th anniversary of his birth.

To agree the non-public minutes of the meeting held on 23 September 2014.

The Committee considered and approved, subject to two amendments, the non-public minutes of the last meeting of the Committee as an accurate record.

Report of the Town Clerk.

The Committee noted the report of the Town Clerk which provided details of outstanding actions arising from minutes of previous meetings of the Committee.

To receive the non-public minutes of the meeting held on 23 September 2014.

The Committee noted the non-public minutes of the Information Systems Sub-Committee meeting held on 23 September 2014.

At this point, in line with their declarations of interest, Alderman Charles Bowman and Jeremy Mayhew withdrew from the meeting.

Report of the Chamberlain.

The Committee considered and approved a report of the Chamberlain which provided the Finance Committee with a further update on progress made on the Oracle Programme.

Following the consideration of this item Alderman Charles Bowman and Jeremy Mayhew returned to the meeting.

Report of the Chamberlain.

The Committee considered and approved a report of the Chamberlain which set out an application from a resident for a reduction in the amount of council tax payable under Section 13A of the Local Government Finance Act 1992. The report was supplemented by a further briefing note from the Chamberlain which was put around the table to provide a recommendation to the Committee.

Report of the Director of the Built Environment.

The Committee considered and approved the report of the Director of Built Environment which requested the Committee’s approval for a waiver to the procurement regulations and approval of tenders in relation to a car park management contract.

Report of the Director of Open Spaces. This report was approved by the Open Spaces and City Gardens Committee on 13 October.

The Committee considered and approved a report of the Director of Open Spaces which requested that the Committee approve the establishment of a City Gardens Reserve Fund as an earmarked reserve within the City Fund.

Report of the City Surveyor. This report will also be considered by Property Investment Board on 15 October.

This item was withdrawn.

Report of the City Surveyor. This report will also be considered by the Property Investment Board on 15 October.

The Committee considered and approved a report of the City Surveyor which recommended approval to the terms of a lease renewal of a shop lease a 123 New Bond Street.

Report of the Private Secretary. This report will also be considered by the General Purposes Committee of the Court of Aldermen on 28 October 2014.

The Committee considered and approved a report of the Private Secretary which set out saving proposals for Mansion House as part of the Service Based Review to meet the ‘budget envelope’ set for the Department by the Policy & Resources Committee.

There were no non-public questions relating to the work of the Committee.

The Committee considered an item of urgent business regarding to a request for delegated authority in relation to a prospective property deal.

Following consideration of this item, all Officers not directly involved with the consideration of the Chamberlain’s Department’s Service Based Review proposals withdrew from the meeting.

Report of the Chamberlain. This report will also be considered by the Audit and Risk Management Committee on 4 November.

The Committee considered and approved a report of the Chamberlain which set out saving proposals for the Chamberlain’s Department as part of the Service Based Review to meet the ‘budget envelope’ set for the Department by the Policy & Resources Committee.