Agenda and minutes

Apologies were received from Nigel Challis and Chris Punter.

Jeremy Mayhew declared an interest in item 11 by virtue of having a business relationship with PriceWaterhouseCooper, who had been involved on the project in question.

To agree the public minutes and non-public summary of the meeting held on 15 December 2015.

RESOLVED – That the public minutes and non-public summary of the meeting held on 15 December 2015 be approved as an accurate record.

Matters Arising

A Member requested that the IT Newsletter be sent to Members as a PDF so that it could be accessed outside of the Corporation's network. The Chamberlain agreed that this could be provided.

Joint report of the Town Clerk and Chamberlain.

The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings. The report also provided information of the Sub-Committee’s proposed work plan for forthcoming meetings.

Members noted that some recent meetings had clashed with meetings of the Planning and Transportation Committee. The Town Clerk assured Members that there would be no further clashes.

The Chairman noted that an item on the work plan advised Members that they would be considering the extension of the Agilisys contract at their June 2016 meeting. The Chamberlain clarified that the report to that meeting would be to start the process of considering the renewal of the contract, although it was expected that, if the contract was to be extended, the extension would be agreed with at least two years of the Agilisys contract remaining (which expired in September 2018).

RESOLVED – That the Sub-Committee notes the report.

The Chamberlain to be heard.

The Sub-Committee considered a presentation from the Chamberlain and representatives of Agilisys which provided an update on IT Service Provision since the Committee’s last meeting.

The presentation provided Members with information of the number of outages in the previous quarter and the time taken to resolve these, for both the Corporation network and the Police network. The Agilisys representatives advised the Sub-Committee that the number of outages had reduced over the last 12 months.

The presentation also provided Members with details of recent user perception surveys, which had demonstrated significant improvements between November and February for the Corporation network users. The Sub-Committee noted that Members had not been among the users surveyed and it was agreed that Members should be included in future instances of such surveys.

The Chamberlain advised Members that the Department had worked with the City Surveyor's Department to clarify issues regarding the ownership of certain infrastructure assets to avoid similar incidents as that caused by the interruption of an uninterruptable power supply in late 2015. The Chamberlain advised that this had been clarified for the Guildhall Complex, however there were some issues to be resolved regarding ownership of assets in outlying offices.

Members noted that they had not been well informed of the outages in late 2015, particularly when Members were accessing the Corporate network from outside of Guildhall. The Chamberlain advised that there was a process to notify senior officers of such outages regardless of their location, and Members could be included in that notification process.

RESOLVED – That the Sub-Committee notes the presentation.

There were no questions.

There were no items of urgent 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 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 Schedule 12A of the Local Government Act.

Item(s)                                               Paragraph(s)

9-17                                                    3

To agree the non-public minutes of the meeting held on 15 December 2015.

The Sub-Committee approved the non-public minutes of the meeting held on 15 December 2015 as an accurate record.

To receive a note of the minutes of the Projects Sub-Committee held on 25 January 2016.

The Sub-Committee received a minute of the Projects Sub-Committee held on 26 January 2016 regarding the City of London Police Intranet Upgrade project.

Report of the Chamberlain. This report was also considered and approved by the Finance Committee on 16 February 2016 and the Projects Sub-Committee on 25 February 2016.

The Sub-Committee considered and approved a Gateway 7 report of the Chamberlain which provided the Sub-Committee with the project closure report for the Oracle Programme.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain provided Members with an update of the progress to date on the IT Priority Projects regarding the End User Device Refresh project, the Joint Network Replacement Programme project, and the Unified Communications project.

Report of the Chamberlain. This report will also be considered by the Finance Committee on 15 March 2016.

The Sub-Committee noted a report of the Chamberlain which provided the Sub-Committee with information of proposals to mitigate cost increases in IT storage and server usage, following discussion of this issue at the Finance Committee meeting in January 2016.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain which provided Members with an update of the progress to date on the Superfast City Programme (SCP).The programme is aimed at increasing “Superfast” fibre broadband and enhanced wireless coverage (3G/4G/WiFi) across the city.

There were no non-public questions.

There were no items of urgent business.

Report of the Chamberlain. This report will also be considered by the Establishment Committee on 10 March 2016.

The Sub-Committee considered and approved a report of the Chamberlain which sought Members’ approval to consult staff on potential changes to the structure of a team within the IT division.