Agenda and minutes

Venue: Committee Rooms - West Wing, Guildhall

Contact: Alistair MacLellan  Email: alistair.maclellan@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Robert Merrett.

 

 ...  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.

 ...  view the full minutes text for item 2.

3.

Appointment of Sub Committee and Terms of Referencce pdf icon PDF 160 KB

To receive a resolution of the Finance Committee dated 5 May 2017.

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

Minutes:

Members received a resolution of the Finance Committee appointing the Sub Committee, setting its composition and terms of reference.

 

The Chairman welcomed new Members on to the Sub Committee and noted his thanks to Members who had served during 2016/17 and who were now no longer on the Sub Committee.

 

RECEIVED

 

Rehana Ameer arrived at this point of the meeting.

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

4.

Minutes pdf icon PDF 204 KB

To agree the public minutes and non-public summary of the meeting held on 22 February 2017.

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

Minutes:

The minutes of the meeting held on 22 February 2017 were approved.

 

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

5.

Outstanding actions from previous meetings pdf icon PDF 89 KB

Joint report of the Town Clerk and Chamberlain.

 

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

Minutes:

Members considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings, and the following points were raised.

 

·         The Member Survey would be conducted in October 2017 rather than November 2017. In response to a question, the IT Director replied that ongoing customer surveys were based on IT Helpdesk customer feedback and the annual outturn reporting.

 

·         In response to a request the Town Clerk agreed to circulate the 2018 dates of the Sub Committee to Members.

 

RECEIVED

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

6.

Work Programme for future meetings pdf icon PDF 22 KB

Joint report of the Town Clerk and Chamberlain.

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

Minutes:

Members considered a Joint Report of the Town Clerk and Chamberlain regarding the Sub Committee’s Work Programme for 2017, and the following points were made.

 

·         The IT Director noted that the Right to be Forgotten would come into effect from May 2018, and so would feature as an item at a future meeting of the Sub Committee.

 

·         The Telephone Maintenance Contract had been awarded and so would not be referred to the Sub Committee in July 2017.

 

·         In response to a question, the IT Director replied that the General Data Protection briefing due in July 2017 was to ensure that all Members of the Sub Committee were familiar with the issues involved in data protection.

 

·         In response to a request from a Member, the IT Director agreed that future iteration of the Work Programme should be explicitly linked to corporate and departmental strategies.

 

·         A Member noted she would be attending the International Conference of Data Protection & Privacy Commissioners in July 2017 and would provide a conference update to colleagues at the Sub Committee’s next meeting.

 

RECEIVED

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

7.

IT Division - Member Update pdf icon PDF 221 KB

Report of the Chamberlain.

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

Minutes:

Members considered an update report of the Chamberlain on the IT Division and the following points were made.

 

·         The IT Director noted there was continued good progress in IT Transformation, with recent issues around hardware LAN procurement and LAN design and support. Overall service performance was considered good.

 

·         The IT Director placed on record his thanks to Agilysys for its support to the City of London Corporation when responding to both the recent Westminster and Manchester terror attacks.

 

·         The Town Clerk agreed to circulate the date [27/28 June] to Members [Sean Green to clarify]

 

·         The Chairman noted that the Sub Committee had requested a joint report of the Chamberlain and the City Surveyor regarding remediation responsibilities, but that the provision to Members of a memorandum of understanding between the two departments would suffice instead.

 

·         In response to a question regarding Socitm Advisory, the IT Director noted that an interim report had been provided to the City of London Corporation. As a result of the report recommendations, a refreshed IT Division Operating Model would be implemented at the end of June 2017. Whilst Socitm Advisory recognised the complexity of the City of London, some recommendations on governance best practice had been put forward which were being reviewed by officer.

 

·         The IT Director agreed to circulate the Socitm Advisory interim report to Members outside of the meeting.

 

·         In response to a request the IT Director agreed to provide a one page dashboard detailing Risk Actions.

 

RECEIVED

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

8.

IT Performance - Member Update pdf icon PDF 251 KB

Report of the Chamberlain.

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

Minutes:

Members considered an update report of the Chamberlain regarding IT performance and the following points were made.

 

·         A representative from Agilisys noted that a number of upgrades were due imminently and that services would be available 24/7 from 1 June 2017.

 

·         In response to questions, a representative from Agilisys confirmed that security audits had been conducted as planned during 2-4 May 2017, and the necessary certificates updated. Agilisys recognised more work needed to be done on security patching following the recent Ransomware incident.

 

RECEIVED

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

9.

Open Mediated Wi-Fi pdf icon PDF 100 KB

Report of the Chamberlain.

 

This report was approved by the Projects Sub Committee on 10 May 2017.

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

Minutes:

Members considered a Gateway 7 Outcome report of the Chamberlain on Open Mediated Wi-Fi. In response to a question regarding Wi-Fi provision at Guildhall events including the forthcoming Innovate Finance conference, the Chamberlain agreed to submit a report on the issue to a future meeting of the Sub Committee. In the meantime, Members were assured that the IT Division would continue to liaise with the Remembrancer’s Events Team to ensure Wi-Fi provision at City events was satisfactory.

 

RESOLVED, that the Open Mediated Wi-Fi project be closed.

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

10.

Corporate Disaster Recovery Centre pdf icon PDF 100 KB

Report of the Chamberlain.

 

This report was approved by the Projects Sub Committee on 10 May 2017.

 

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

Minutes:

Members considered and agreed a Gateway 7 Outcome report of the Chamberlain on the Corporate Disaster Recovery Centre.

 

RESOLVED, that the Corporate Disaster Recovery Centre project be closed.

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

11.

Questions on matters relating to the work of the Sub Committee

Minutes:

There were no questions.

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

12.

Any Other Business that the Chairman considers urgent

Minutes:

Resolution of the Barbican Residential Committee regarding the City of London Corporation Website

Members considered a tabled resolution from the Barbican Residential Committee dated 13 February 2017. The resolution noted that Members of the Barbican Residential Committee felt that the search engine on the City of London Corporation website was not fit for purpose. The following points were made.

 

·         The IT Director noted that he had discussed this issue with the Director of Communications, who was responsible for the team that managed the City of London Corporation’s website and intranet. Consultants had been appointed to advise on improving user experience of the website and would report in June 2017. Following this, a report would be submitted to Members that would outline proposed improvements to the website.

 

·         Members queried the split in responsibility for website system infrastructure and website maintenance between the IT Director and the Director of Communications, and expressed concern that this illustrated a disjoint in oversight.  In response the Chamberlain agreed to bring a paper to the Sub Committee outlining service responsibilities and business requirements for the City of London Corporation website and intranet.

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

13.

Exclusion of the Public

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.

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

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 13.

14.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 22 February 2017.

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

Minutes:

The non-public minutes of the meeting held on 22 February 2017 were approved as a correct record.

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

15.

Outstanding actions from non-public minutes of previous meetings

Joint report of the Town Clerk and Chamberlain.

 

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

Minutes:

A joint report of the Town Clerk and Chamberlain on non-public outstanding actions since the last meeting was received.

 

RECEIVED

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

16.

IT Division Risk Update

Report of the Chamberlain.

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

Minutes:

A report of the Chamberlain providing an IT Division Risk Update was received.

 

RECEIVED

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

17.

IT Transformation Programme - Update Report

Report of the Chamberlain.

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

Minutes:

A report of the Chamberlain providing an update on the IT Transformation Programme was received.

 

RECEIVED

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

18.

IT Transformation Programme Wide Area Network Progress Update

Report of the Chamberlain.

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

Minutes:

A report of the Chamberlain providing an update on the IT Transformation Programme Wide Area Network was received.

 

RECEIVED

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

19.

Superfast City Programme Update

Report of the City Surveyor.

This report was approved by the Policy and Resources Committee on 4 May 2017 and considered by the Projects Sub (Policy and Resources) Committee on 10 May 2017.

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

Minutes:

Members considered a report of the City Surveyor on the Superfast City Programme.

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

20.

Resolution of the Projects Sub Committee [10 May 2017]

Minutes:

Members received a resolution of the Projects Sub (Policy and Resources) Committee dated 10 May 2017.

 

RECEIVED

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

21.

Ransomware Incident - Briefing Note

Report of the Chamberlain.

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

Minutes:

Members received a report of the Chamberlain on the recent Ransomware incident.

           

RECEIVED

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

22.

City of London Corporation: 10 Steps Maturity Assessment

The Chamberlain to be heard.

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

Minutes:

The Chamberlain was heard regarding the 10 Steps Maturity Assessment.

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

23.

Patching Report

The Chamberlain to be heard.

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

Minutes:

The Chamberlain was heard regarding a Patching report.

 

RECEIVED

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

24.

Non-public questions on matters relating to the work of the Sub Committee

Minutes:

There were no non-public questions.

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

25.

Any Other Business that the Chairman considers urgent and which the Sub Committee agree should be considered whilst the public are excluded

Minutes:

There was no non-public business.

 ...  view the full minutes text for item 25.