Agenda and minutes

Apologies were received from Ray Catt (Deputy Chairman), Nigel Challis, Sheriff & Alderman Jeffrey Evans and Deputy Revd Stephen Haines.

There were no declarations.

To agree the minutes of the meeting held on 18 September 2012.

RESOLVED: That the public minutes and non-public summary of the meeting held on 18 September 2012 be agreed as an accurate record.

Report of the Town Clerk.

The Sub Committee considered a schedule of outstanding actions. Members discussed the presentation of the schedule and suggested that a standard template for reporting outstanding actions should be produced for all Committees. This should include a unique reference for each action, a target date for completion and an indication of priority.

Officers informed Members that the Community and Children’s Services department Commissioning Strategy update would be considered at the Efficiency and Performance Sub Committee meeting on 30 January 2013. Members requested that this be reflected in the schedule.

The Chamberlain provided an update in relation to the IS review informing Members that, following agreement by the Information Systems Sub Committee and Finance Committee, a major procurement exercise was currently taking place to determine the best and most cost effective way of delivering IS services. This would be conducted through OJEU procedures and would be weighted at 65% quality, 35% price.

Officers informed the Sub Committee that the Improved Co-ordination project had created a more joined up approach across services including improved use of the Corporation’s CRM database and use of a centralised Corporation diary.

Members noted that the Guildhall School of Music & Drama items were marked as closed in light of the report at Item 9 on this agenda.

RESOLVED: That the classification of actions as “closed” or “open” (as per the schedule in the report) be approved.

Joint report of the Deputy Town Clerk and the Chamberlain.

Members considered an update report on the work of the Transformation Board and the Efficiency Board since the last meeting of the Sub Committee.

With regards to the Transformation Board, the Deputy Town Clerk informed Members that a presentation from the Director of Community and Children’s Services on the Commissioning Strategy had been very well received.

The Deputy Town Clerk also informed Members that the following four projects had been approved since the Strategic Opportunities Workshop:

1.    “Top 100” Managers – promoting leadership and managerial behaviour and skills. HR were also investigating succession planning for middle management;

2.    Demand Management – controlling service requests from colleagues to ensure work is allocated appropriately and completed to a high standard;

3.    Digital by Default – for example, using technology to make information more accessible;

4.    Ways of Working – for example, enabling better cross-directorate collaboration.

The Deputy Town Clerk advised the Sub Committee that these projects would progress through the City Corporation’s approval process and an update would be provided in the New Year. One Member noted that the Demand Management project should consider the possibility of internal recharging.

Members noted the significant progress made within the Department of Community and Children’s Services under the current Director and hoped that improvements would continue following her imminent departure.

With regards to the Efficiency Board, the Chamberlain informed Members that the PP2P strategic project in relation to the City of London Procurement Service was on schedule to deliver the three planned waves of work by March 2013.

In respect of the triggers for departmental reporting, the Sub Committee noted that no issues had arisen since they were agreed at the last meeting. However, the National Audit Office was due to issue its next local government study on Financial Stability before Christmas, and the

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 the 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 the Schedule 12A of the Local Government Act.

Report of the Chamberlain.

The Sub Committee considered a report on the financial position of the Guildhall School of Music and Drama.

RECEIVED

There were no non-public questions.

There was no other non-public business.