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 Rehana Ameer and Tim Levene.

 

 ...  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.

Minutes pdf icon PDF 155 KB

To agree the public minutes and non-public summary of the meeting held on 26 May 2017.

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

Minutes:

The minutes of the meeting held on 26 May 2017 were approved as a correct record.

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

4.

Outstanding Actions pdf icon PDF 103 KB

Joint report of the Town Clerk and Chamberlain.

 

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

Minutes:

The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings.

 

RECEIVED

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

5.

IT Division Update pdf icon PDF 369 KB

Report of the Chamberlain.

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

Minutes:

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

 

·         The IT Director noted that the requirement to provide IT VIP support to the Town Clerk in his capacity as head of the Grenfell Tower task force had entailed a temporary freeze on IT services such as remote support. This freeze had now been lifted.

 

·         In response to a comment from a Member, the IT Director noted that the procurement process would have ensured any sills installed during the IT transformation programme were Disability Discrimination Act (DDA) 2005-compliant.

 

·         Members noted their thanks to the IT VIP Team for its response to recent events including the London and Manchester terror attacks, and the Grenfell Tower fire.

 

RECEIVED

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

6.

Council Tax & Business Rates pdf icon PDF 101 KB

Report of the Chamberlain.

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

Minutes:

Members considered a Gateway 7 project report of the Chamberlain regarding Council Tax & Business Rates.

 

RESOLVED, that the project be closed.

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

7.

GDPR Briefing pdf icon PDF 232 KB

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding the forthcoming General Data Protection Regulations (GDPR) that would come into effect from May 2018, and the following points were made.

 

·         The IT Director noted that there was now an element of risk around ensuring compliance with GDPR, noting that there was a potential fine of 4% of turnover in the event of the GDPR being breached.

 

·         A Member welcomed the report but requested that any further iteration was given input by the Comptroller & City Solicitor’s Department.

 

·         In response to a question from a Member, the Town Clerk agreed to stablish whether the Sub Committee was due to receive a resolution from the Local Government Pensions Board or Police Pensions Board.

 

·         In response to a comment from a Member, the IT Director agreed to prepare a paper setting out the implications of the GDPR for relevant City Committees and Boards, including the independent schools.

 

·         A Member commented that she had recently attended the International Data Privacy Conference, and it was her impression that the new UK Information Commissioner would likely bring new rigor to auditing evidence of compliance.

 

RECEIVED

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

8.

Website Update and Action Plan including Memorandum of Understanding between the IT Division and Communications Division pdf icon PDF 314 KB

Report of the Director of Communications and the Information Technology Director.

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

Minutes:

Members considered a joint report of the Director of Communications and the IT Director regarding the City of London Corporation website, and a memorandum of understanding between the IT Division and the Communications Division. The following points were made.

 

·         The Director of Communications acknowledged that there was room for improvement in terms of the City of London Corporation website, and noted that the enclosed MOU was intended to give Members assurance that the issue was being addressed.  

 

·         The IT Director noted that his forthcoming GDPR paper would include a section on ensuring the City of London Corporation website was compliant.

 

·         In response to a comment from the Chairman, the Director of Communications confirmed that internal procedures had been put in place to govern the establishment of new City of London e-platforms and standalone websites.

 

RECEIVED

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

9.

Open Mediated Wifi provision for Guildhall Events pdf icon PDF 271 KB

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding open mediated wi-fi provision for Guildhall events.

 

RECEIVED

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

10.

Work Programme pdf icon PDF 85 KB

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding the future work programme of the Sub Committee.

 

RECEIVED

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

11.

Questions on matters relating to the work of the Sub Committee

Minutes:

Length of Reports

In response to a question from a Member, the Chamberlain agreed that there was scope to ensure future reports before the Sub Committee were more concise.

 

Business Rate Software

In response to a question from a Member, the Chamberlain confirmed that the City of London Corporation’s business rate software was up to date.

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

12.

Any Other Business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

 ...  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 26 May 2017.

 

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

Minutes:

The non-public minutes of the meeting held on 26 May 2017 were approved as a correct record.

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

15.

Non Public Outstanding Actions

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 the Chamberlain on non-public outstanding actions was received.

 

RECEIVED

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

16.

IT Transformation Programme - Update Report

Report of the Chamberlain.

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

Minutes:

Members considered an update report of the Chamberlain regarding the IT Transformation Programme.

 

RECEIVED

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

17.

IT Mobility Strategy

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding the IT Mobility Strategy.

 

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

18.

SOCITM Assurance Covering Report

Report of the Chamberlain.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 22 – SOCITM Assurance Covering Report was considered next.

 

Members considered a report of the Chamberlain on SOCITM Assurance.

 

RECEIVED

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

19.

New IT Target Operating Model

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain on the new IT Target Operating Model.

 

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

20.

Customer Relationship Management (CRM)

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding Customer Relationship Management (CRM).

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

21.

Agilisys Contract Negotiations Members' Workshop

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding the Agilisys Contract negotiations Members’ Workshop.

 

RECEIVED

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

22.

IT Division Risk Update

Report of the Chamberlain.

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

Minutes:

Members considered an update report of the Chamberlain regarding IT Division Risk.

 

RECEIVED

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

23.

Deep Dive: CR16 Information Security

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding a deep dive on CR16 – Information Security.

 

RECEIVED

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

24.

City of London PSN Certification Verbal Update

The Chamberlain to be heard.

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

Minutes:

The IT Director was heard regarding the City of London PSN Certification Update.

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

25.

IT Service and Performance

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain on IT Service and Performance.

 

RECEIVED

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

26.

Superfast Broadband Resource

Report of the Chamberlain and the Director of Built Environment.

 ...  view the full agenda text for item 26.

Minutes:

Members considered a joint report of the Chamberlain and the Director of Built Environment regarding Superfast Broadband Resource.

 ...  view the full minutes text for item 26.

27.

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 27.

28.

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 other non-public business.

 ...  view the full minutes text for item 28.