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Venue: Committee Rooms - West Wing, Guildhall

Contact: John Cater  Email: john.cater@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Randall Anderson and James Tumbridge.

 

 ...  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 of the previous meeting pdf icon PDF 256 KB

To agree the public minutes of the meeting held on 9th February 2018.

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

Minutes:

 

RESOLVED: That the public minutes of the meeting held on 09 February 2019 be approved as an accurate record.

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

4.

Outstanding actions from previous meetings

Joint report of the Town Clerk and Chamberlain.

 

To Follow

 

 ...  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.

 

The Chairman reminded the Members to complete the Member Survey.

 

RESOLVED – That the Sub-Committee noted the report.

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

5.

Work Programme for future meetings pdf icon PDF 79 KB

Report of The Chamberlain.

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

Minutes:

The Sub-Committee received a report of the Chamberlain regarding the Work Programme for future meetings and the following points were made:

 

·         The Chairman commented that the roll out date for GDPR is July, not June as mentioned in the report.

 

·         The Chairman commented that future reports will take a greater look forward, looking further than the next two months.

 

RESOLVED: That Members noted the report.

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

6.

Introductions - New IT Senior Management Team

Verbal Report of The Chamberlain.

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

Minutes:

The IT Director provided a verbal update to the Sub-Committee introducing Sam Collins; the new Head of Change and Engagement, and Andrew Bishop; the new Police Head of IT.

 

RESOLVED – That Members noted the new additions to the IT senior management team.

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

7.

Interactive Digital Session - iPad demo from IT on how to access email, calendar and OneDrive and use of Sharepoint for collaboration

Report of The Chamberlain.

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

Minutes:

Modern.Gov Demonstration

 

The IT Director provided the Sub-Committee with a demonstration on the Modern.Gov app and the following points were made:

 

·         The IT Director informed Members that the app only provides public access when it is first downloaded, and private access can be obtained by contacting the Committee and Member Services team.

 

·         The IT Director commented on the benefits of using the app including the ability to annotate and highlight sections of the papers and switching between the original and annotated agenda pack at the click of a button.

 

·         The Chairman commented that the app allows Members to have easy access to the papers that are only relevant to the Committees that each Member serves on.  Also, that the app provides added security measures as information is kept in a separate secure app, rather than stored on the devise.

 

·         The IT Director commented that Blue Papers can not be accessed via the Modern.Gov app.

 

One Drive Demonstration

 

The IT Director also provided the Sub-Committee with a demonstration on using One Drive and the following points were made:

 

·         The IT Director informed Members that One Drive is a cloud based service which is secure and remote and users can share documents by inviting them into the document and editing the documents from different devises, rather than having multiple versions of the same document.

 

·         The Chairman commented that the document author can decide who to share the document with, whereas with Share Drive an IT Officer decides access rights.  Also, that One Drive is useful for Chairman and Deputy Chairman, particularly when dealing with urgencies.

 

·         In response to a question Kevin confirmed that One Drive can be used via outlook by way of document link, but this does not allow shared access.

 

·         The IT Director commented that Blue Papers are likely to

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

8.

IT Division Update pdf icon PDF 106 KB

Report of The Chamberlain.

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

Minutes:

The Sub-Committee received a report of the Chamberlain regarding the IT Division update and the following points were made:

 

·         The IT Director informed Members that following the “Beast is East” snow storm the Corporation experiences no issues and very few calls to the IT Desk whilst many employees were working from home with their laptops.  The Chairman commented that the corporation is strengthening its position with regards to agile working.

 

·         The IT Director commented on a hardware failure with the planning portal in January and that the hardware needs replacing and to be placed on the same Agilisys platform as other systems.  The Chairman requested that the IT Director come back to the Sub-Committee with further report on this issue.

 

RESOLVED – That Members noted the update and that The IT Director look into replacing the planning portal and report back to the Committee.

 

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

9.

IT Risks Update pdf icon PDF 112 KB

Report of The Chamberlain.

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

Minutes:

The Sub-Committee received a report of the Chamberlain regarding an update on IT Risks and the following points were made:

 

·         The IT Director informed Members that the Department has incurred one new risk and that the resilience power infrastructure has reduced.  The three risk categories were confirmed as IT service, IT security and GDPR.

 

·         The Chairman commented that the department are in strong position with a clear picture on risks.

 

RESOLVED – That Members noted the update.

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

10.

GDPR Update pdf icon PDF 221 KB

Report of The Comptroller and The City Solicitor.

 

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

Minutes:

The Sub-Committee received a report of the Comptroller and the City Solicitor regarding an update on GDPR and the following points were made:

 

·         The Comptroller commented that the Corporation is in a good position in preparation for the new legislation regarding IT and policies and that the aim is to have compliance by 25th May 2018.  It was further commented that in preparing for the GDPR the Comptroller have learnt that not all departments are fully compliant and that breaches tend to be low level, including sending emails to the wrong address and leaving confidential papers behind.

 

·         The IT Director commented that the main changes in the department would be e-forms and considering the right to be forgotten.   It was added that the department has been looking at where data has been stored in different systems and has been working with other regulators to ensure best practise.

 

·         The Chairman commented that the 6 principals of data protection need to be known company wide and embedded into the company culture.

 

RESOLVED – That Members noted the update.

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

11.

Data Protection Policy pdf icon PDF 75 KB

Report of The Comptroller and The City Solicitor.

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

Additional documents:

Minutes:

Members considered a report of the Comptroller and City Solicitor regarding the Data Protection Policy and the following points were made:

 

·         The Comptroller commented that the policy is a straight forward one and that it should be reviewed annually.  The Chairman commented that the policy should be reviewed at Member level in order to ensure openness and transparency and A Member commented that the reviews should be fazed by section to ensure that the policy is considered closely.

 

·         A Member questioned whether the policy should be included in the Members Code of Conduct.  The Comptroller commented that this could bring about floodgates as all legal requirements could then be included and the code of conduct could become exhaustive.  The Chairman added that the Code of Conduct should remain about principals and simple.

 

RESOLVED – That Members:

 

·         Approved and agreed to adopt the revised Data Protection Policy set out in Appendix 1 with effect from 25th May 2018.

 

 

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

12.

Member Survey

Verbal Report of The Chamberlain.

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

Minutes:

The Sub-Committee received a verbal report from the Chamberlain regarding the Member Survey and the following points were made:

 

·         There have been 36 responses so far and from these it has been found that:

o   80% of Members use City of London equipment;

o   16% use Modern.Gov;

o   Members provided good feedback on room equipment;

o   Members felt they had a good awareness of GDPR but wanted to know how it affects different roles;

o   Members did not take well to the suggestion of a secure email, as the city email address is sufficient;

o   Members commented on Wi-Fi issues, the department has worked with O2 to fix this problem.

 

·         The Chairman commented that work should go into increasing the number of Members that use Modern.Gov in order to get full use out of the software and requested that a report is submitted to the next meeting detailing the findings.

 

RESOLVED – That the Members noted the update.

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

13.

Web Project Update pdf icon PDF 122 KB

Joint Report of The Chamberlain and The Town Clerk.

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

Minutes:

The Sub-Committee received a report of the Chamberlain and the Town Clerk regarding an update on the web project and the following points were made:

 

·         The Chamberlain informed Members that the project went to the Project Sub-Committee and received approval to go out to tender and the next stage is to consult about what the website should do and feature.  It was added that the aim is to start building the website in 2019.

 

·         The Chair commented that other areas of the Corporation might want to ‘piggyback’ on the web design project, the Barbican was mentioned as an example.  The Chamberlain confirmed that there is a meeting planned to establish this.

 

·         In response to a question the Chamberlain confirmed that the whole project will cost £213,000 and the ongoing annual cost will amount to £80,000-£150,000.

 

RESOLVED – That Members noted the update.

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

14.

Questions on matters relating to the work of the Sub Committee

Minutes:

Enhanced Wi-fi

In response to a question the IT Director conformed that there have been no problems regarding enhancing the City Wi-fi.

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

15.

Any Other Business that the Chairman considers urgent

Minutes:

Chairman’s Thanks

·         The Chairman thanked Adrein who is leaving his role and commented that he has been the driver of the transportation project which has been a huge success.

 

·         The Chairman also expressed his thanks to John Cater, the Committee Clerk who is stepping down from this role and welcome Paige Upchurch who is taking over.

 

·         The Chairman thanked The Members and Officers of the Committee for there work this year as it is the last meeting of the Common Council year.

 

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

16.

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 16.

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 16.

17.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 9 February 2018.

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

Minutes:

RESOLVED: That the non-public minutes of the meeting held on 09 February 2019 be approved as an accurate record.

 

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

18.

Personal Access Device Policy

Report of The Chamberlain.

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

Minutes:

The Sub-Committee considered a report of the Chamberlain regarding a draft personal access devise policy.

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

19.

Outstanding actions from non-public minutes of previous meetings

Joint report of the Town Clerk and Chamberlain.

 

To Follow

 

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

Minutes:

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

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

20.

IT Security update CR16

Report of The Director of Information & Chief Information Security Officer.

 

To Follow

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

Minutes:

The Sub-Committee considered a report of the Chamberlain regarding an update on CR 16 Information Security Risk.

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

21.

Police IT Projects - Update Report

Report of The Chamberlain.

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

Minutes:

The Sub-Committee received a report of the Chamberlain regarding Police IT projects.

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

22.

Email Use Policy

Report of The Comptroller and The City Solicitor.

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

Minutes:

Members considered a report of the Comptroller and the City Solicitor regarding the email use policy.

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

23.

IT Operating Model and Structure Changes Proposal

Report of The Chamberlain.

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

Minutes:

-   Those in attendance from Agylises left the meeting at this point.

 

The Sub-Committee received a report of the Chamberlain regarding the IT Operating Model and a proposal to structural changes.

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

24.

Transformation - Strategic

Report of The Chamberlain.

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

Minutes:

-   The Chairman moved this item up the agenda to be considered next so that those from Agylisis could leave the meeting after this item.

 

The Sub-Committee received a report of the Chamberlain regarding the IT Transformation Programme.

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

25.

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 25.

26.

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 26.

 


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