Agenda and minutes

Venue: Committee Rooms - West Wing, Guildhall

Contact: Philippa Sewell
tel.no.: 020 7332 1426  Email: philippa.sewell@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Roger Chadwick and Deputy Anthony Eskenzi.

 ...  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.

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

3.

Minutes of the previous meeting pdf icon PDF 181 KB

To agree the public minutes and non-public summary of the meeting held on 27 January 2015.

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

Minutes:

RESOLVED - That the public minutes and non-public summary of the meeting held on 27 January 2015 be agreed as an accurate record.

 

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

4.

Outstanding Actions pdf icon PDF 150 KB

Report of the Town Clerk.

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

Minutes:

The Sub Committee received and discussed an updated schedule of outstanding actions. With regard to the Combined Heat and Power Annual Report, officers and a Member undertook to meet outside of the meeting to discuss on-site generators. Members noted that the potential inability to reach an agreement on an extension to the Citigen contracts had been added to the risk register, and asked officers to provide an update report on contingency issues and how the risk was being and would be managed.

 

RESOLVED – That:

(a)  An informal meeting be held to discuss on-site generators;

(b)  Officers provide an update report at the next meeting on the contingency issues and how the risk was being and would be managed; and

(c)  The report be noted.

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

5.

Work Plan for Future Meetings pdf icon PDF 27 KB

Report of the Town Clerk.

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

Minutes:

The Sub Committee received the updated programme of work for the year.

 

RESOLVED That the report be noted.

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

6.

City Procurement benchmarking and 2015/16 key priorities pdf icon PDF 465 KB

Report of the Chamberlain.

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

Minutes:

The Sub Committee received a report of the Chamberlain providing the findings of the second Procurement Benchmarking Review, undertaken in September 2014. Officers reported that four priorities had been identified to improve the procurement service - Operational Excellence; Value for Money; Corporate Social Responsibility; and Technology and Innovation.

 

Members discussed the report, in particular the metrics and terminology. Officers undertook to submit a follow-up report at the Sub Committee’s next meeting regarding the City Procurement Strategy, identifying areas of weakness and how they were being addressed, including timescales.

 

RESOLVED – That a follow-up report be provided at the next meeting, and the report be noted.

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

7.

Service Based Review Roadmap pdf icon PDF 173 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Sub Committee received a report of the Deputy Town Clerk presenting the latest update of the Service Based Review Roadmap.

 

Strategic Asset Management

The Deputy Town Clerk reported on the four projects that supported this over-arching programme. The Opportunity Outline for the Facilities Management project had been agreed by the Summit Group on 23 February. Members noted the Project Management strand was being deferred, which would give more scope for other projects to be prioritised and actioned more effectively. The work being undertaken by the Corporation’s Programme Delivery Unit was also noted. Officers advised that this deferral was yet to be agreed by the Summit Group and would be subject to Member review.

 

In response to Members’ questions, officers advised that Facilities Management would cover both investment and operational properties, and the Procuring and Managing Services project would include generic contract management skills.

 

Income Generation

The Chamberlain reported that this project had slipped from “green” to “amber” owing to resourcing issues. Consideration was also being given to including a large-scale project within the review, such as the commemoration of the 350th anniversary of the Great Fire of London.

 

Grants

The Deputy Town Clerk advised that this project was delayed, but not significantly. Oversight of, and information about, the grants, donations and other payments to external organisations had been gathered, but the final report was still to be drafted.

 

Effectiveness of Hospitality

Members noted that a better definition was needed in order to reflect more accurately the need for hospitality to be more strongly aligned with strategic objectives. Members discussed the need for Mansion House to be included in the review, and for the appropriate level of scrutiny from the lead officer.

 

Independent Schools

The Deputy Town Clerk advised that this project was on track, with the Assistant Town Clerk

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

8.

Collaboration and Shared Services: City Corporation and City Police pdf icon PDF 118 KB

Joint report of the Town Clerk and City of London Police.

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

Minutes:

The Sub Committee received a report of the Deputy Town Clerk which provided an overview of the collaborative work between the City of London Police and City of London Corporation to develop shared service activity, driven by financial pressures and a desire to enhance effectiveness, wherever possible. Officers reported that, within the overall programme, there were four key projects: Customer Services, Community Safety, the Joint Contact and Control Room, and the ‘Ring of Steel’ upgrade. Members discussed the need for clarity as to what was being achieved and the timescales involved, and officers undertook to provide a roadmap at the next Sub Committee meeting, against which progress could be monitored.

 

In response to Members’ questions, officers reported that the City of London Police intended to move back into Wood Street after the refurbishment, though different services would be based there to ensure operational effectiveness. With regard to mobile working, Members were advised that this would fall under the Community Safety strand, as well as being specifically addressed by other City departments.

 

RESOLVED That a detailed roadmap be provided at the next meeting, and the report be noted.

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

9.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

10.

Any Other Business that the Chairman considers urgent

Minutes:

There was no other business.

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

11.

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.

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

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.

 

            Item                                                                            Paragraph

            12                                                                                3

            13-14                                                                          -

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

12.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 27 January 2015.

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

Minutes:

RESOLVED - That the non-public minutes of the meeting held on 27 January 2015 be agreed as an accurate record.

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

13.

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

Minutes:

There were no questions.

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

14.

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

Minutes:

There was no other business.

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