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Venue: Committee Rooms - West Wing, Guildhall

Contact: Paige Upchurch  Email: paige.upchurch@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

There were no apologies.

 

 ...  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 101 KB

To agree the public minutes and non-public summary of the meeting held on 26 March 2018.

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

Minutes:

RESOLVED: That the public minutes of the meeting held on 26 March 2016 be approved as an accurate record subject to the correction of typographical errors.

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

4.

Outstanding actions from previous meetings pdf icon PDF 40 KB

Report of the Town Clerk.

 

 ...  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.

 

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 50 KB

Joint report of the Town Clerk and Chamberlain.

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

Minutes:

Members received a report of the Ton Clerk and the Chamberlain which laid out the key reports to be submitted up until September 2018.

 

REOLVED – That Members noted the report.

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

6.

Interactive Digital Session - demo of the Surface HUB and office.com and integrating diaries

Verbal report of the Chamberlain

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

Minutes:

Members were provided with a demonstration by the Head of IT Projects and Programmes (Head of IT) of a surface hub, a large portable touch screen computer, and the following points were made:

 

·         The Head of IT demonstrated to Members that the devise allowed the user to use skype for business to host and join meetings, using an interactive screen that allowed content and documents to be uploaded and displayed.  Users could upload comments to documents in real time and could use a whiteboard programme to draw on the screen whilst the document was still displayed. 

 

·         The Head of IT informed demonstrated that the devise had access to all documents in the users OneDrive and was capable at creating diagrams, shapes, tables and adding internet searched images to a document or white board quickly and easily.

 

·         The Head of IT informed Members that the devise had two cameras designed for video conferencing.

 

·         In response to a question the Head of IT commented that the Corporation currently only had the devise on loan from Microsoft for demonstration purposes, but was looking to get them for the committee rooms and the Ground floor meeting and training rooms. It was added that depending on the business case external sites could potentially request for a devise for regular video conferencing.

 

·         In response to a question, The Head of IT informed Members that the devise could only be used by the internal network and was therefore security protected.

 

·         It was commented that this devise fits into the IT Strategy as it promotes the use of new technologies and generates a return of the investment.

 

RESOLVED – That Members noted the verbal report.

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

7.

IT Director Summary pdf icon PDF 79 KB

Report of the Chamberlain

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

Minutes:

Members received a report of the Chamberlain regarding a departmental summery from the IT Director and the following points were made:

 

·         It was commented that this report should provide Members with an update on the CRM Database in relation to the General Data Protection Regulation (GDPR) and it was agreed that this would be included in the next Director Summary report at the next meeting.

 

RESOLVED – That Members noted the report.

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

8.

IT Division Risk Update pdf icon PDF 75 KB

Report of the Chamberlain

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

Minutes:

Members received a report of the Chamberlain regarding a risk update for the IT Division and the following points were made:

 

·         A Member commented that it was agreed at the last meeting that a risk policy would be provided to the Committee.

 

·         A Member commented that the fact that the CRM database is not currently GDPR compliant is a significant risk and it should have been included in the report.  The Head of IT commented that this risk is reported at divisional level rather than corporate level because the clean up exercise is in place and on-going.  Members agreed that they need fuller detail in future reports, taking a wider view on reporting the divisions risks, rather than just reporting the top risks.

 

·         The Chairman requested that future reports include a key, that that the visual aids, namely the arrows, are clear to understand, as different departments use arrows in different ways.

 

RESOLVED – That Members noted the report and requested the above changes to be made to future reports.

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

9.

General Data Protection Regulation (GDPR) update report pdf icon PDF 92 KB

Report of the Comptroller

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

Minutes:

Members considered a report of the Comptroller regarding and update on GDPR and the following points were made:

 

·         The Comptroller commented that the findings of the Mazars Audit revealed that the Corporation has made good progress with GDPR and there were no red risks.

 

·         Members commented that some policies were overzealous and too risk cautious, at the expense of Members convivence.  The Comptroller commented that judgement calls had to be made due to the timely nature of the project and invited Members to speak to the Comptroller outside of the meeting about areas that may have caused undue inconvenience as they could be looked into. 

 

·         A Member expressed concern that the Corporation may had relied on poor guidance of the Law Society, who had since expressed that their guidance had been incorrect.

 

·         In response to a question, the Comptroller commented that auditing of third party contracts would be dealt with in phase two as there was not capacity to complete this prior to the implementation date. Members commented that a central register of contractors should be created and maintained.

 

·         Members commented that this project was an enormous task and thanked the Comptroller for taking it seriously and getting the Corporation into the best position it could be in.

 

RESOLVED – That Members noted the report.

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

10.

Questions on matters relating to the work of the Sub Committee

Minutes:

Members agreed to vary the Agenda in order to consider items 10, 19 and 23 together as they were related.  Members also agreed that item 11 should be considered in the private section, rather than the public session; therefore, Item 12 was considered next, and there were no questions.

 

 

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

11.

Any Other Business that the Chairman considers urgent

Minutes:

Chairman’s Thanks

The Chairman thanked Hugh Morris and Rehana Ameer for their work on the Committee last year and acknowledged their interest in serving on the Committee for the year ahead.  The Chairman thanked Robert Merrett who had stepped down from the Committee and welcomed Alderman Sir Andrew Parmley to the Committee.

 

The Chairman commented that the IT Sub Committee had achieved a lot in the last year, alongside juggling the work on GDPR, which brought about a Court debate.  The Committee Members were thanked for their input and the Chairman added that there were three main IT Risks on the corporate register, and the aim for the year was to reduce this to one.

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

12.

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 12.

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 12.

13.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 26 March 2018

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

Minutes:

The Sub-Committee approved the non-public minutes of the meeting held on 26 March 2018 as an accurate record.

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

14.

Outstanding actions from non-public minutes of previous meetings

Report of the Town Clerk

 

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

Minutes:

The Committee agreed to consider item 16 next which included a joint report of the Town Clerk and the Chamberlain which provided non-public updates of outstanding actions from previous meetings.

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

15.

Design, build, support and hosting for new website pdf icon PDF 58 KB

Report of the Town Clerk (Director of Communications)

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

Minutes:

Members agreed to consider item 11 next.  This item included a report of the Communications Director regarding the design, build support ad hosting for the new website.

 

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

16.

CR 16 Information Security Risk pdf icon PDF 113 KB

Report of the Chamberlain

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

Additional documents:

Minutes:

Members agreed to vary the Agenda and consider item 17 next.  This item included a report of the Chamberlain regarding CR 16 Information Security Risks.

 

 

-       John Chapman left the meeting

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

17.

Draft Personal Access Device Policy

Report of the Chamberlain

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

Minutes:

Members considered item 18 next which included a report of the Chamberlain regarding a draft personal device policy.

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

18.

IT Transformation Programme - Update Report

Report of the Chamberlain

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

Minutes:

Members had agreed to vary the Agenda in order to consider items 10, 19 and 23 together as they were related and therefore item 19 was considered next.  This item included a report of the Chamberlain regarding the IT Transformation Programme.

 

 

-       Deputy Keith Bottomley left the meeting

 

 

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

19.

Change and Engagement Approach pdf icon PDF 107 KB

Report of the Chamberlain

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

Minutes:

Members had agreed to vary the Agenda in order to consider items 10, 19 and 23 together as they were related and therefore item 10 was considered next.  This item included a report of the Chamberlain regarding the change and engagement approach to the transformation programme and the following points were made:

 

·         The Head of IT informed Members that quantitative information could be gathered on the staff use of the new technologies as a dashboard was able to tell, in real time, what technologies were being used and when.  Qualitative information was collected by way of staff survey.  There was a positive response to the use of laptops for flexible working, but work was still needed to create a culture shift.

 

RESOLVED – That Members noted the report.

 

 

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

20.

Members agreedCity of London Corporation & City of London Police IT Strategy Update

Report of the Chamberlain

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

Minutes:

Members considered item 23 next.  This item included a report of the Chamberlain regarding the City of London and City Police IT Strategy.

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

21.

File shares/OneDrive permissions breach

Report of the Chamberlain

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

Minutes:

Members considered Item 20 next.  This included a report of the Chamberlain regarding a file share permissions breach.

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

22.

Members' Survey Results and Action Plan

Report of the IT Director

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

Minutes:

Members considered Item 21 next which included a report of the IT Director regarding the Members Survey results and action plan.

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

23.

City of London Police IP Telephony upgrade

Report of the Chamberlain

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

Minutes:

Members considered Item 23 next which included a report of the Chamberlain regarding the City Police IP telephony upgrade.

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

24.

Police IT Projects - Update Report

Report of the Head of Police IT

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

Minutes:

Members considered item 24 next, this included a report of the Head of Police IT which provided an update on Police IT projects.

 ...  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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