Agenda and minutes

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

Contact: John Cater
tel. no.: 020 7332 1407  Email: john.cater@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Sheriff Christopher Hayward, Sylvia Moys, Deputy Richard Regan, and Deputy Philip Woodhouse.

 

 ...  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 114 KB

To agree the public minutes of the meeting held on 9th December 2020.

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

Minutes:

RESOLVED – That the public minutes of the meeting held on 9th December 2020 be approved as an accurate record.

 

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

4.

Findings and Recommendations of the Tackling Racism Taskforce pdf icon PDF 143 KB

Report of the Tackling Racism Taskforce.

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

Additional documents:

Minutes:

The Committee considered a Report of the Town Clerk concerning the recommendations of the Tackling Racism Taskforce (TRT).

 

The Chair thanked the Co-Chairs of the TRT and the officers involved for all their hard work over the past six months; this was  a ground-breaking project delivered at pace during a time of immense challenge due to the pandemic, and all involved should be justly proud of their efforts.    

 

In response to a query, officers confirmed that, assuming Committee endorsement, the Report will be circulated to other relevant Committees (e.g. Police Authority Board, Education Board etc) for departmental/sectoral specific recommendations to be taken forward/embedded. The Co-Chair of the TRT emphasised that a lot of liaison had gone on over the past several months with other Committees and none of these recommendations should come as a surprise.

 

In response to another query, officers confirmed that funding (sourced from within local risk budgets) was being identified to ensure that all Members of staff across the Corporation were able to receive diversity training, this hadn’t been the case in the past with a number of individuals missing out due to their job role and/or limited availability. Officers are working on the logistics for roll-out and an update Report would be submitted to the next meeting of the Committee in March.

 

In response to a query, the Chair reiterated that the appointment of a Head of Equality and Diversity had already been approved by the Court of Common Council as part of the Target Operating Model and did not need to be revisited.

 

In response to a query around the effective utilisation of data, officers stressed that the Equality and Inclusion Board (EIB) would be robust in using the data to hold departments to account and, if necessary, challenge Chief Officers and their senior teams

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

5.

Equality and Inclusion Update including Gender, Ethnicity and Disability Pay Gaps pdf icon PDF 287 KB

Report of the Director of Human Resources.

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

Additional documents:

Minutes:

The Committee considered a Report of the Director of Human Resources providing an update on the equality and inclusion action plan and the gender, ethnicity, and disability pay gap data.

 

In response to a query, officers confirmed that the Corporation sought advice from Stonewall when drafting the recruitment monitoring form, as well as taking on board views from internal stakeholders. The form incorporates the nine protected characteristics and it can be easily benchmarked against the recruitment forms of other similar organisations.

 

In response to a discussion, Members asked the Town Clerk to circulate a glossary and framework of the officer only boards/groups for their greater clarity; the TC would look to distribute the relevant information by the end of the week.

 

In response to a query, officers confirmed that the final plan should be ready by the end of March 2021. As an aside, Members expressed concern at the somewhat fragmented timelines/delivery dates across various plans the Corporation had undertaken recently. Officers were aware of this and explained that the impact of the pandemic on day-to-day work had compounded the issue, by pushing back timelines/delivery dates in some areas. Officers were now working to try to align delivery dates where possible.

 

Turning to the recommendations, the Chair informed Members that some tidying up was required for Appendix 7 and asked that Members provided delegated authority to the Director of Human Resources to ensure that the appendix was finalised.

 

RESOLVED – that the Committee approved the following:

 

the Equality and Inclusion Action Plan 2019 2021 attached at Appendix 6

the revised categories included in the Equal Opportunities Recruitment

Monitoring Form at Appendix 7 (subject to the tidying up of the appendix by the Director of HR, as outlined above).

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

6.

Brexit Update

The Director of Human Resources to be heard.

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

Minutes:

The Director of Human Resources informed Members that she had no further update to make at this time.

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

7.

Draft Business Plans

Minutes:

The Committee considered the draft Business Plans for i) Town Clerk’s Corporate & Members Services; ii) the Comptroller and City Solicitor’s Department, and; iii) the Department of Human Resources.

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

7a

Draft Town Clerk’s Corporate & Members Services Business Plan for 2021/22 pdf icon PDF 140 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

A Member stressed that more work was needed to be done to ensure that the “Red thread”, over what is strategically important, what is going to be done, and how that can be measured, was both robust and clear. The Chair and the Member would be meeting with the Assistant Town Clerk on the 28th January to discuss this matter further.

 

RESOLVED – that the Committee granted the Town Clerk, in consultation with the Chair and Deputy Chair, delegated authority to approve the finalised Business Plan.

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

7b

Draft Comptroller & City Solicitors Departments Business Plan for 2021/22 pdf icon PDF 222 KB

Report of the Comptroller & City Solicitor.

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

Minutes:

Reflecting on the impressive chargeable hours figures for 2019/20 the Comptroller explained that a number of his colleagues had worked more hours than what was expected of them; however, he anticipated that we would see a marked decrease in 2020/21 due to the impact of Covid on people’s work-life balance. He hoped that, as we emerge from the pandemic, we would see people again exceeding their chargeable hours target.

 

The Comptroller explained that the £136K of unidentified savings noted in the plan would be allocated over the coming months, primarily as the Target Operating Model was implemented. Whilst aiming to continue to drive income, the Comptroller would also be considering the future shape of the department in terms of personnel; more detail would emerge later in 2021.

 

RESOLVED – that the Committee approved the Comptroller and City Solicitor’s Draft Business Plan.

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

7c

Draft Department of Human Resources Business Plan for 2021/22

Report of the Director of Human Resouces.

 

To Follow.

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

Minutes:

Recognising that the plan was still in draft form and subject to further work, Members stressed that it required a more high-level strategic focus, including reference to how the Department would contribute to managing the changes prompted by the roll out of the TOM.

 

In addition, Members were keen that other areas of interest to the Committee were picked up on; for instance, Members had, in recent times, discussed areas such as job families and the Corporation as “One Employer”.

 

RESOLVED – that the Committee granted the Town Clerk, in consultation with the Chair and Deputy Chair, delegated authority to approve the finalised Business Plan.

 

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

8.

Departmental Budget Estimates 2021-22 pdf icon PDF 173 KB

Joint Report of the Town Clerk, Comptroller & City Solicitor, and the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a joint Report of the Town Clerk, the Chamberlain, and the Comptroller and City Solicitor concerning budget estimates for 2021-22.

 

RESOLVED – that the Committee approved the following:

 

i) the Town Clerks, and Comptrollers and City Solicitors Departments proposed revenue budget for 2021-22 for submission to Finance Committee;

 

ii) authorise the Chamberlain, in consultation with the Town Clerk and the Comptroller and City Solicitor to revise these budgets to allow for any further implications arising from Corporate Projects, Target Operating Model (TOM) savings, other reviews and changes to the Cyclical Works Programme;

 

iii) agree that minor amendments for 2020-21 and 2021-22 budgets arising during budget setting be delegated to the Chamberlain.

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

9.

Notice period for non-teaching staff in the three City Corporation schools pdf icon PDF 115 KB

Joint Report of the Director of Human Resources and the Bursars at the three City of London Schools.

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

Minutes:

The Committee considered a Report of the Director of Human Resources and the Bursars at the three City of London Schools concerning notice periods for non-teaching staff.

 

RESOLVED – that the Committee approved the following:

 

to approve flexibility for the three City schools to apply a term’s notice to non-teaching posts which provide key services during the academic terms as and when such posts become vacant. The Head Teacher may also, in specific circumstances, seek a voluntary change to notice periods for individuals currently employed in critical roles.

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

10.

City of London Corporation Marathon team grant pdf icon PDF 112 KB

Report of the City of London Corporation Marathon Team.

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

Minutes:

The Committee considered a Report of the City of London Corporation Marathon Team.

 

RESOLVED – that the Committee approved the following:

 

To continue to provide the current level of funding to the Marathon team for a further 3 years, 2021-22 to 2023-24 and for a follow up review to take place after three years.

 

 

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

11.

Joint Annual Report for Social Mobility and Digital Skills Strategies, Social Mobility Employer Index rating and strategic focus for 2020-21 pdf icon PDF 142 KB

Joint Report of the Chief Grants Officer & Director of City Bridge Trust, the Director of Innovation and Growth, and the Director of Community & Children’s Services

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

Additional documents:

Minutes:

The Committee received a joint Report of the Chief Grants Officer & Director of City Bridge Trust, the Director of Innovation and Growth, and the Director of Community & Children’s Services concerning Social Mobility and Digital Skills Strategies.

 

RESOLVED – that the Committee noted the Report.

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

12.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions.

 

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

13.

Any other business that the Chair considers urgent

Minutes:

The following items of urgent business were raised –

 

i) the Committee considered a late paper concerning the Pay Policy Statement for 2021/22.

 

The Chair apologised for the late circulation and proposed that the Statement was circulated to Members again after the meeting to seek their views over the next seven days, after which the finalised Statement would be approved under delegated authority. Members agreed with this course of action.

 

RESOLVED – that the Committee agreed to delegate authority to the Town Clerk, in consultation with the Chair and Deputy Chair of the Establishment Committee, to approve the finalised version of the Pay Policy Statement 2021/22, before further consideration by the Policy & Resources Committee and the Court of Common Council in February and March respectively.

 

 

ii) noting that the responsibility for the appointment of senior officers had been, hitherto, specified in several different Committee’s Terms of References, the Chair tabled a revised schedule which reflected the new responsibilities per the Target Operating Model. Members endorsed the revised schedule, and given its impact on multiple Terms of References, agreed to its onward submission to the Court of Common Council for final approval.  

 

iii) date of next meeting - the Chair re-confirmed that the next meeting of the Committee had been moved from 17th March to the 26th March (PM).

 

iv) on behalf of the Committee, the Chair thanked all staff members for the efforts they were making to ensure the work of the Corporation is running smoothly; they asked the Town Clerk to pass on these thanks via the regular TC staff email update.

 

v) the Chair expressed their public apologies to Colin Buttery for misspeaking at a meeting of the Culture, Heritage and Libraries Committee earlier in the week – the post of Open Spaces Director was

 ...  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.

 

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

15.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 9th December 2020.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 9th December 2020 be approved as an accurate record.

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

16.

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

Minutes:

There were no questions.

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

17.

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 17.

18.

Confidential Minutes

To agree the Confidential minutes of the last meeting held on 9th December 2020.

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

Minutes:

RESOLVED – That the confidential minutes of the meeting held on 9th December 2020 be approved as an accurate record.

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

19.

Innovation and Growth Directorate

Report of the Innovation Director, Innovation and Growth Directorate

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

Minutes:

The Committee considered a Report of the Director of the Innovation and Growth Directorate.

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

20.

Support staff structure changes at City of London School

Report of the Bursar of the City of London School.

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

Minutes:

The Committee considered a Report of the Bursar of the City of London School.

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

21.

Furlough - Post April

Report of the Director of Human Resources.

 

To Follow.

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

Minutes:

The Committee received a verbal update of the Director of Human Resources.

 

 

 

 

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

22.

Target Operating Model update

The Chair and Director of Human Resources to be heard.

 

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

Minutes:

The Committee received a verbal update of the Chair and the Director of Human Resources.

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

23.

Town Clerk's Update

The Town Clerk to be heard.

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

Minutes:

There was no update.

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