Agenda and minutes

Apologies for absence were received from Hugh Morris and Chris Punter.

Members, Officers and Agilisys Representatives introduced themselves.

There were no declarations.

To agree the public minutes and non-public summary of the meeting held on 9 March 2016.

RESOLVED – That the public minutes and non-public summary of the previous meeting are approved as an accurate record.

Report of the Town Clerk.

The Sub-Committee considered a report of the Town Clerk which provided details of Outstanding Actions from previous meetings.

The Town Clerk advised that, in future, the Outstanding Actions report would include target dates and responsible officers for all items. The Chairman informed the Sub-Committee that he had requested officers to ensure that a strategic work plan was provided to the Sub-Committee which provided Members with a better sense of the cycle of business for the Sub-Committee.

With regard to the Oracle Business Benefits project, the Chamberlain advised that reports on this project would be submitted to this Committee and the Efficiency and Performance Sub-Committee.

With regard to notifications to Members of outages, a Member suggested that it may be beneficial to provide this notification to personal email addresses and by text, as City of London addresses may be inaccessible.

RESOLVED – That the Sub-Committee notes the report.

Report of the Chamberlain.

The Sub-Committee considered a report of the Chamberlain which provided Members with an update regarding recent changes within the Information Technology Department.

The Chamberlain advised Members that it was not currently intended to replace the Chief Information Officer on a like-for-like basis. The Sub-Committee agreed that it would be beneficial to hold a Members' Only session at the end of the meeting to discuss the changes to the IT Department.

The Chamberlain advised the Sub-Committee that the primary short-term goal for the Department was to stabilise the IT systems. To support this work, a significant amount of work had been conducted to develop a detailed risk register for all IT systems.

The Chamberlain advised the Sub-Committee that a survey would be conducted with all Members to identify their IT needs. Members suggested that part of this survey should ask Members what they wished to use the IT systems for.

The Chamberlain also requested that Members provide suggestions for potential subjects for the IT Workshops. Members suggested the following topics: the Good system; the mobilisation and governance process for large systems projects; the IT Strategy; applications architecture; and the current status of the IT systems. The Chamberlain welcomed these suggestions and requested that Members provide any further suggestions by email.

RESOLVED – That the Sub-Committee notes the report.

There were no questions.

There were no urgent items.

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 No.                                             Paragraph(s) in Schedule 12A

9-20                                                    3

To agree the non-public minutes of the meeting held on 9 March 2016.

The non-public minutes of the last meeting were approved as an accurate record, subject to an addition in relation to the use of Oracle by the Department of Markets and Consumer Protection.

Report of the Town Clerk.

The Sub-Committee noted a report of the Town Clerk which provided information of outstanding actions from previous meetings.

To receive a presentation from Agilisys providing a service update.

The Sub-Committee received a presentation from the Chamberlain and Agilisys which advised Members of recent performance of the Agilisys Managed Service.

The Chairman advised Officers and Members that he would always insist on presentations being provided to Members well in advance of the meeting to allow Members to consider the issues set out within the presentation. Members agreed that the presentations would need to include sufficient text to ensure that they were comprehensible in advance of the presentation being discussed at the meeting.

The Chamberlain to be heard.

The Sub-Committee considered a presentation of the Chamberlain which provided information regarding the model which would be used to Prioritise IT Projects.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain which provided an update on progress on the IT Priority Projects.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain which provided details of a project to improve IT Infrastructure Services.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain which provided information regarding a project to replace the Wide Area Network for the City of London Corporation and City of London Police.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain which provided an update on the progress to date on the wireless concession work-stream.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain which provided information regarding the Corporation and the City of London Police’s Information Security and Management programme.

Report of the Chamberlain.

The Sub-Committee noted a report of the Chamberlain which provided information regarding the approach which would be taken by the IT Division to support the Sub-Committee in reaching a decision regarding the extension of the IT Managed Service Contract with Agilisys.

There were no non-public questions.

There was no other non-public business.

Following this item, a Members only session was conducted to allow Members to discuss with the Chamberlain the recent changes to the IT Division.