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Venue: Committee Room - 2nd Floor West Wing, Guildhall

Contact: Sacha Than
tel. no.: 020 7332 3419  Email: sacha.than@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

The Chair welcomed Christopher Hayward to his first meeting of the Committee.

 

Apologies for absence were received from Jeremy Mayhew, and Deputy Richard Regan.

 ...  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 pdf icon PDF 82 KB

To agree the public minutes and summary of the meeting held on 16 January 2019.

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

Minutes:

RESOLVED – That the public minutes and summary of the meeting held on 16 January 2019 be approved as an accurate record.

 

Matters Arising

 

Terms of Reference

A Member noted that at the previous meeting of the Committee it had been agreed for the Chair of the Policy and Resources Committee to become an ex-officio Member of this Committee and this would create an additional ten meetings per year to an already significant workload. Whilst the Chair explained that the Chair of Policy and Resources had been party to this decision, the Member advised they would raise this at the forthcoming Policy and Resources Committee meeting.

 

The Chair noted that as the topic had been raised, he would provide an update with regards to what had transpired at a recent meeting of the Finance Committee. The Chair reminded Members that the decision had also been taken at the January 2019 meeting for the Chairman of Finance to be made an ex-officio Member of the Establishment Committee with the expectation this be reciprocated for the Chair of (the Establishment Committee) to become an ex-officio Member of the Finance Committee.

 

However, at the February meeting of the Finance Committee, the Chairman encouraged the Committee to vote against this reciprocity. A Member advised they had been present at that meeting and explained that the Chairman of Finance had not conveyed what had been agreed at the Establishment Committee therefore he had spoken in support of the Chairman’s opposition to the appointment, however having been made aware of the facts, he had withdrawn his remarks, and had written to the Chair of Policy and Resources asking to overturn the decision of the Finance Committee at the March meeting.

 

Members noted this raised the point of reciprocity and collaboration in general, advising that it would

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

4.

Outstanding Actions Report pdf icon PDF 44 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 provided details of outstanding actions from previous meetings.


RESOLVED – That the Committee note the report.

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

5.

Brexit Update

Director of Human Resources to be heard.

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

Minutes:

The Director of Human Resources provided an update in respect of Brexit advising that there were no short-term issues. City of London Corporation staff in the Brussels office could remain until 2020; it was currently unknown what would happen beyond 2020 however it was expected that a regulatory framework would be developed for then. The Human Resources Department had been developing a set of Brexit related FAQs for staff which would be posted on the intranet and Chief Officers were identifying critical posts which may be affected by Brexit.

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

6.

Headline results of the 2018 Employee Engagement Survey pdf icon PDF 103 KB

Joint report of the Town Clerk and Director of Human Resources.

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

Additional documents:

Minutes:

The Committee received a joint report of the Town Clerk and Director of Human Resources which presented the headline findings of the 2018 City of London Corporation (COLC) employee engagement survey.

 

The Town Clerk gave a presentation to the Committee which set out the highlights of the survey and the proposed action plans. It was explained that there had been a very good response rate of 62%, the survey had shown that were areas where the COLC had scored extremely well, areas where there was ambivalence amongst those who had responded and areas which had scored poorly and where action would need to be taken. The Town Clerk advised of the next steps following the survey; the findings from the 2018 employee engagement survey would be used to help improve collaboration across departments, communication and leadership and departmental action plans would be developed to address issues identified in the survey.

 

The Town Clerk highlighted the importance of the work arising from the staff survey results nothing the difference in responses from those based at the Guildhall site and those who worked in other areas. It was suggested that given the complexity of the results, a workshop be held for Members of this Committee to look at this further.

 

During discussion Members made the following comments:

·         Members observed the responses received around senior leadership noting that 50% of respondents believed senior managers had a clear vision, but only 29% believed change was being managed effectively.  It was noted that the statistics were high level and the detail had not been provided therefore this should be a topic for further discussion at the workshop.

·         Continuing the discussion around leadership; a Member queried whether any guidance had been provided within the survey as to who should be deemed as senior management. A Member

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

7.

Protocol on Member Officer Relations pdf icon PDF 52 KB

Joint report of the Comptroller and City Solicitor and Director of Human Resources.

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

Additional documents:

Minutes:

The Committee considered a joint report of the Comptroller and City Solicitor and Director of Human Resources which sought approval of the revised Protocol on Member/Officer Relations for onward approval by the Court of Common Council.

 

The Chair provided officers with a number of minor amendments to the Protocol and it was agreed that subject to those amendments the document should be put before the Court of Common Council for final approval.

 

A short discussion took place during which the Chair clarified that the Establishment Committee held responsibility for the Protocol document and the reason behind the two Aldermen being referenced within the introduction was because the responsibility for upholding this Protocol resided with both the Chairman of the General Purposes Committee of Aldermen and the Chairman of the Privileges Committee of the Court of Aldermen.

 

RESOLVED – That the Committee review the Protocol on Member/Officer Relations and endorse the amendments proposed by the Standards Committee and include the amendments proposed by the Chair of the Establishment Committee for onward approval by the Court of Common Council.

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

8.

Equality and Inclusion - Update pdf icon PDF 132 KB

Report of the Director of Human Resources.

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

Minutes:

The Committee received a report of the Director of Human Resources which provided an update on equality and inclusion initiatives and set out the pay gap differential with regards to ethnicity and disability.

 

The Chair advised that the report before Members sought funding of £1000 for participation in the Parade, but this should be amended to £1300 and the sum would be provided from the Committee’s 2018/19 Contingency fund. In response a Member queried why the costs had increased and the Chair explained that the costs remained the same, however the Staff Network had previously used their own budget to cover participation in the Parade. The Chair also advised that the City of London Corporation was encouraging the Staff Networks to think of opportunities they might be interested in order for the expenditure to be spread equitably.

 

Discussion took place on the ethnicity and disability pay gap during which the following comments were made:

 

·         A Member noted that the gender pay gap snap shot as set out in the report was two years old and asked that more recent information be provided. The Director of Human Resources responding advised that the information was being prepared and would be presented to the Committee mid-year. The Committee asked that this information be presented as expeditiously as possible.

·         A Member noting the complexity of the data suggested that a statistician be employed to provide analysis.

·         A Member observed that the statistics around ethnicity and disability were concerning and raised the following points:

o   Analysis and clarification of the statistics would be needed, and it was asked that a basic understanding of the strategy that would address the pay gaps be provided.

o   In the report before Members it was explained that employees in the lower quartile were casual employees and less likely to

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

9.

Senior Remuneration Sub-Committee Minutes pdf icon PDF 60 KB

To receive the public minutes of the last meeting of the Senior Remuneration Sub-Committee.

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

Minutes:

The Committee received the draft public minutes of the Senior Remuneration Sub-Committee meeting held on 31 January 2019.

 

RESOLVED – That the Committee note the minutes.

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

10.

Results of the Flu Jab Pilot Scheme - TO FOLLOW pdf icon PDF 69 KB

Report of the Director of Human Resources.

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

Minutes:

The Committee considered a report of the Director of Human Resources which sought approval of a scheme to provide free flu vaccinations for all officers and Members.

 

RESOLVED – That the Committee:

 

·         approve the recommendation to operate this scheme for officers in the same way as eye and eyesight tests are reclaimed, and for Members to reclaim via the Committee and Members Services team; and

 

·         approve the recommendation that the maximum cost that can be reclaimed is £15.

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

11.

Final Departmental High-level Business Plans 2019/20 pdf icon PDF 63 KB

Joint report of the Town Clerk, Comptroller and City Solicitor and Director of Human Resources.

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

Additional documents:

Minutes:

The Committee considered a report of the Town Clerk, Comptroller and City Solicitor, and Director of Human Resources which sought approval of the final 2019/20 high level business plans for the Town Clerk’s Department (Corporate and Member Services), Corporate Human Resources and the Comptroller and City Solicitor’s Department.

 

RESOLVED – That the Committee approve and provide feedback on the final high-level Business Plans for 2019/20 for the Town Clerk’s Department (Corporate and Member Services), Corporate HR and the Comptroller & City Solicitor’s Department.

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

12.

Questions on Matters Relating to the Work of the Committee

Minutes:

Ban the box

 

The Chairman welcomed Member of the Court Natasha Lloyd-Owen to the meeting who asked the following question;

 

Would the City Corporation increase its inclusive recruitment practices by becoming a ‘ban the box’ employer and removing barriers to employment for people with criminal convictions by:

 

1.    removing requests for disclosure of unspent criminal convictions on its job application forms; and

2.    evaluating the skills, abilities and persona of all candidates equally before asking about criminal convictions

 

In response, the Director of Human Resources advised that this was an area which the City Corporation was looking into and a report would be brought before the Committee at a later date with information on how it could be implemented. It was noted that 75% of employers admit to discriminating against applicants with a criminal conviction; however, some roles required disclosure due to safeguarding needs therefore work was being undertaken to identify those roles in preparation of recommendations.

 

Members suggested that officers liaise with City firms who had already undertaken this work, it was also observed that it might be helpful to include the Sheriffs and the Old Bailey on this.

 

Members voiced their support on this issue.

 

Job evaluation process

 

A Member explained that the amount of time it took to complete the job evaluation process had been brought to their attention. In response the Director of Human Resources advised that whilst job evaluations could be lengthy if being considered as part of a departmental restructure. One of the main issues was if the evaluation did not result in the anticipated grade, this could then result in delays. The Director advised the Committee if there were any direct examples, she would look at them.

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

13.

Any other business that the Chair considers urgent

Minutes:

The Chair advised of one item of business.

 

Pay Policy Statement

 

The Chair advised that with regards to the Pay Policy Statement approved at the previous meeting of the Committee; the definition of Senior Management within the Statement did not meet the legal legislative requirements and should therefore be considered by the Committee again.

 

The Committee considered a tabled amended report and agreed that the decision should be taken under delegated authority procedures.

 

RESOLVED – That approval of the revised Pay Policy Statement be delegated to the Town Clerk in consultation with the Chair and Deputy Chairman of the Establishment Committee in accordance with Standing Order 41(b).

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

14.

Exclusion of the Public

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.

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

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

15,16,19,20

1,2

21

1,3

22

2

23

1,4

 

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

15.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 16 January 2019.

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

Minutes:

The non-public minutes of the meeting held on 16 January 2019 were approved.

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

16.

Outstanding Actions Report

Report of the Town Clerk.

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

Minutes:

The Committee noted a report of the Town Clerk which provided details of non-public outstanding actions from previous meetings.

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

17.

Non-Public Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

18.

Any other business that the Chair considers urgent and which the Committee agrees should be considered whilst the Public are excluded

Minutes:

There were no items of urgent business.

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

19.

Confidential Minutes

To agree the Confidential minutes of the last meeting held on 16 January 2019.

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

Minutes:

The confidential minutes of the meeting held on 16 January 2019 were approved.

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

20.

Chamberlain's Staffing Matters

Report of the Chamberlain.

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

Minutes:

The Committee considered a report of the Chamberlain regarding staffing matters.

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

21.

Port Health Staffing Matters

Minutes:

The Committee considered a report of the Interim Director of Consumer Protection and Markets Operations regarding staffing matters.

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

22.

Market Forces Supplements

Report of the Director of Human Resources

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

Minutes:

The Committee received a report of the Director of Human Resources regarding Market Forces Supplements.

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

23.

Senior Remuneration Sub Committee Minutes

To receive the confidential minutes of the last meeting of the Senior Remuneration Sub-Committee.

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

Minutes:

The Committee received the confidential minutes of the last meeting of the Senior Remuneration Sub-Committee.

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

24.

Town Clerk's Update

The Town Clerk to be heard.

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

Minutes:

An update was given by the Director of Human Resources in respect of a recruitment campaign taking place.

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

 


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