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Contact: John Cater
tel. no.: 020 7332 1426  Email: john.cater@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Karina Dostalova, Christopher Hayward, Alderman Alastair King, Gregory Lawrence, Tim Levene, Alderman Sir Andrew Parmley, Deputy Henry Pollard and Ian Seaton.

 

 ...  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 of interest.

 

 

 ...  view the full minutes text for item 2.

3.

Minutes of the previous meeting pdf icon PDF 124 KB

To agree the public minutes of the meeting held on 8th May 2018.

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

Minutes:

RESOLVED – That the public minutes and summary of the meeting held on 8 May 2018 be approved and signed as a correct record, subject to an amendment to item 2, to note Deputy Hyde’s declaration of interest in item 29 of that agenda as trustee of a charity that is a lessee in the building.  

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

4.

Outstanding actions from previous meetings pdf icon PDF 52 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk which set out outstanding actions from previous meetings of the Committee.

 

RECEIVED.

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

5.

Report of the work of the Sub-Committees pdf icon PDF 52 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk which advised Members of the key discussions which had taken place during recent meetings of the Committee’s Sub-Committees.

 

In respect of the Efficiency and Performance Sub Committee, Members noted the Chairman’s verbal update that the City Surveyor would return to the Sub-Committee in July to provide an update on the departmental SBR savings.

 

On the Information Technology Sub Committee, the Chairman of the Sub Committee said that the real benefits of the transformation programme were still to be seen. On GDPR, he stated that a briefing was awaited from Mazars, although no ‘red flags’ were expected. 

 

RECEIVED.

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

6.

Further appointments to the Finance Committee and the Finance Sub-Committees pdf icon PDF 52 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered the report by the Town Clerk on further appointments. Arising from discussions, and Members having put themselves forward to serve, it was

 

RESOLVED – That

 

(a)  Members note the current vacancy created by Caroline Haines stepping down from the Finance Committee; and

 

(b)  The following appointments to Sub Committees be approved:-

 

 

Finance Grants Oversight and Performance Sub Committee

Mark Wheatley

 

Information Technology Sub Committee 

Rehana Ameer

Hugh Morris

Alderman Sir Andrew Parmley

 

 

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

7.

New Procurement Sub-Committee pdf icon PDF 64 KB

Joint Report of the Chamberlain and the Town Clerk.

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

Minutes:

The Committee considered the joint report by the Chamberlain and the Town Clerk on the establishment of a new Procurement Sub Committee. It was noted that compliant waivers would be considered by the Sub Committee, with non-compliant waivers to continue to be referred to the Grand Committee. Arising from discussions, and as well as Members having put themselves forward to serve, it was

 

RESOLVED – That

 

(a)  The establishment of a Procurement Sub Committees be approved, with the terms of reference as set out below:-

 

·         To scrutinise and be responsible for value for money on all City of London Corporation and City of London Police procurement contracts above £2m (total contract value, as per the current threshold) at key stages, including initial tender strategy to final contract award sign off.

·         To consider and recommend all procurement contracts above £4m to the Court of Common Council

·         To consider the details of compliant waivers

·         To invite representative(s) from the relevant Spending Committee to attend meetings

·         To provide officers with advice focused specifically on value for money, and consider lessons learned when major contracts are coming to an end (i.e. before the (re)tender process begins)

·         To work with the Grand Committee to review and to monitor performance against the Chamberlain’s Departmental Business Plan and related corporate initiatives in order to promote value for money and ensure compliance with the UK Public Contract Regulations and the Corporation’s Procurement Code.

·         The quorum for Procurement Sub-Committee meetings is three;

(b)  the composition of the Procurement Sub Committee shall be:-

 

·          Chairman – to be proposed by the Chairman of the Finance Committee (if the Chairman of the Finance Committee does not intend to take up the position)

·         Deputy Chairman – to be proposed by the Chairman of the Finance Committee (if the Deputy Chairman of the Finance

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

8.

Cyber Security Strategy pdf icon PDF 165 KB

Report of the Commissioner of the City of London Police and the Director of Economic Development.

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

Minutes:

Members considered the joint report by the Commissioner of the City of London Police and the Director of Economic Development on the Cyber Security Strategy.

 

The following matters were raised:-

 

·         Noted that the report would be considered by the Policy and Resources Committee on 7 June and then the Court of Common Council on 21 June (not Resource Allocation Sub Committee).

 

·         Temporary Commander O’Doherty introduced the paper and the ‘Cyber Griffin Initiative’ which aimed to provide a proportionate response to enhance the protection of the City’s financial and professional services industry against possible future cyber attack. The strategy would be developed through a City Police and Economic Development Office partnership.  

 

·         A Member said that ‘demonstrable results’ were required from the project.

 

·         The Chamberlain confirmed that he was supportive of the funding proposal.

 

·         The Chairman asked officers to report back in 12 months on project progress, ahead of a request for additional future funding.

 

RESOLVED – That an uplift of £870k for the City of London Police budget and £55k for the EDO’s budget for 2018/19 for the ‘Cyber Griffin Initiative’ be approved.

 

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

9.

Funding Request for Flood Risk and Other Environmental Resilience Work During 2018/19 and 2019/20 pdf icon PDF 76 KB

Report of the Director of the Built Environment.

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

Minutes:

The Committee had before them the report by the Director of the Built Environment on the funding request for flood risk and other environmental resilience work during 2018/19 and 2019/20.

 

Following discussion, the Chairman put forward the view that, notwithstanding grant funding availability, it would be appropriate for the Director of Built Environment to carry out the work, managed within the local risk budget. He said that if it was clear later in the year that costs could not be contained within the existing departmental budget, the Committee would consider approving a funding request from Finance contingency. The Chairman emphasised the requirement to maintain tight financial discipline.

 

RESOLVED – (a) That the works be carried out by the Director of Built Environment from within the local risk budget.

 

(b)  If costs could not be contained within the existing departmental budget, the Committee could consider a later funding request from Finance contingency.

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

10.

Chamberlain's Department Risk Management - Monthly Report pdf icon PDF 63 KB

Report of the Chamberlain.

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

Minutes:

The Committee considered a report of the Chamberlain which provided updates regarding the top risks within the Departmental Risk Register.

 

The following matters were raised:-

 

·         On Information Security, the Chamberlain confirmed that expected actions should reduce the risk score to amber status by the end of June.

 

·         On Police funding, work continued along with other appropriate officers, to mitigate the red risk going forward.

 

RECEIVED.

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

11.

Central Contingencies pdf icon PDF 54 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a report of the Chamberlain on central contingencies.


RECEIVED.

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

12.

IT Division - Member Update pdf icon PDF 90 KB

Report of the Chamberlain.

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

Minutes:

The Committee had before them the update report by the Chamberlain on the IT Division.

 

The following matters were raised:-

 

·         The Comptroller and City Solicitor gave an update on GDPR, confirming baseline compliance by 25 May in terms of policies, procedures, etc. It was noted that although a briefing was awaited from Mazars, no ‘red flags’ were expected. Embedding the good practice and procedures would be an on-going process.

 

·         Noted that email communication with Members was now through official City of London accounts only.

 

RECEIVED.

 

 

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

13.

City Procurement Efficiency and Savings Target 2018/19 pdf icon PDF 89 KB

Report of the Chamberlain.

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

Minutes:

The Committee considered the report of the Chamberlain on the City procurement efficiency and savings target, 2018/19.

 

The following matters were raised:-

 

·         A Member raised the matter of yearly calculation of savings target and whether this was achieving less than it could do on procurement and contract reletting.

 

The Chamberlain confirmed that robust measures were in place to achieve the best value possible, although savings that were ‘easier to achieve’ had previously been taken by the Corporation. He made the point that many less complex, smaller contracts provided more limited scope to extract additional monetary value. However, other areas may provide a better opportunity for savings to be made. The Member put forward the view that further efficiency in procurement should be possible, and that further information for the Committee would be useful, to determine that there was not an abandonment of the savings strategy.

 

RECEIVED. 

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

14.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

 

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

15.

Any Other Business that the Chairman considers urgent

Minutes:

There were no urgent items.

 

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

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 Schedule 12A of the Local Government Act.

 ...  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 remaining items on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Part I of Schedule 12A of the Local Government Act.

 

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

17.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 8th May 2018.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 8 May 2018 be approved and signed as a correct record.

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

18.

Outstanding actions from non-public minutes of previous meetings

Report of the Town Clerk.

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

Minutes:

The Committee noted a report of the Town Clerk which set out outstanding actions from previous non-public minutes of the Committee.

 

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

19.

Report of the work of the Sub-Committees - non-public issues

Report of the Town Clerk.

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

Minutes:

The Committee noted a report of the Town Clerk and oral updates by Chairmen on non-public sessions at recent meetings of the Committee’s Sub-Committees.

 

RECEIVED.

 

 

 

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

20.

Land available for acquisition at Hampstead Heath

Report of the Director of Open Spaces.

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

Minutes:

The Committee considered the report by the Director of Open Spaces (DOS) on land available for acquisition at Hampstead Heath.

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

21.

Provision of Managed Print and Digital Contract - Procurement Stage 3

Report of the Chamberlain.

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

Minutes:

The Committee considered the report by the Chamberlain on the provision of managed print and digital contract – procurement stage 3.

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

22.

Strategic Review of the City’s Wholesale Markets - Appointment of an Acquiring Agent, Programme Director and Project Accountant

Joint Report of the City Surveyor and Director of Markets and Consumer Protection.

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

Minutes:

Members then considered the joint report by the City Surveyor and the Director of Markets and Consumer Protection on the Strategic Review of the City’s Wholesale Markets – appointment of an Acquiring Agent, Programme Director and Project Accountant.

 

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

23.

Waiver Report - Taxi Services

Report of the Chamberlain.

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

Minutes:

Members considered the report by the Chamberlain on Waivers – Taxi Services.

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

24.

Annual Compliant Waivers Report 2017/18

Report of the Chamberlain.

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

Minutes:

The Committee had before them the report by the Chamberlain on annual compliant waivers 2017/18.

 

 

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

25.

Annual Non-Compliant Waivers Report 2017/18

Report of the Chamberlain.

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

Minutes:

The Committee considered the annual report of the Chamberlain on non-compliant waivers.

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

26.

Priorities Investment Pot (PIP) Update

Report of the Chamberlain.

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

Minutes:

Members considered the report of the Chamberlain on the Priorities Investment Pot (PIP) update.

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

27.

City of London Corporation & City of London Police - IT Strategy Update

Report of the Chamberlain.

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

Minutes:

The Committee considered the report by the Chamberlain on the Corporation’s IT Strategy update.

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

28.

Non-public decisions taken under delegated authority and urgency procedures

Report of the Town Clerk.

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

Minutes:

The Committee noted a report of the Town Clerk detailing non-public decisions taken under delegated authority and urgency procedures since the last meeting.

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

29.

Non-public questions on matters relating to the work of the Committee

Minutes:

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

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

30.

Any Other Business that the Chairman considers urgent and which the Committee agree should be considered whilst the public are excluded

Minutes:

 

There were no items of urgent business.

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

31.

City Revenues

Minutes:

Members considered a report by the Chamberlain on City revenues.

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

 


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