Agenda and minutes

There were no apologies.

There were no declarations.

To agree the public minutes of the meeting held on Friday, 24 January 2020.

RESOLVED: That the public minutes of the meeting held on Friday, 24 January 2020 be approved as an accurate record.

Joint report of the Town Clerk and Chamberlain.

The Sub-Committee received a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings. The report also provided information about the Sub-Committee’s proposed work plan for forthcoming meetings.

RESOLVED – That the Sub-Committee notes the report.

The Director of Built Environment and the Policy and Performance Director to be heard.

The Sub-Committee received an oral presentation from the Policy & Performance Director of the Department of the Built Environment. The presentation outlined how the Department of the Built Environment (DBE) was leading on measures to facilitate the rollout on an improved digital infrastructure in the City of London.  It also provided several examples of how DBE was improving its services by making greater use of digital technology.  These included a new digital internet service for Local Land Charges; digitising and publishing highway projection licences; street light upgrading and its scope for smart monitoring; the planned upgrade of development monitoring data capture and publication; increased use of digital modelling to understand the impact of proposed new development; and software upgrades to support ongoing service improvement. 

The Sub-Committee was further informed that the City of London had extended its GIS software licence and the Department was continuing to maximise data usage.

In response to a query about street lighting, Members were advised that the City Corporation largely avoided the use of conventional pole mounted streetlights in order to reduce congestion on pavements. Consequently, the street lighting network was largely based on the lighting being attached to buildings.

With regards to engagement with City business, the Sub-Committee was informed that this aspect was led by the Business Broadband Team (DBE), which ensured that the right services and access to technologies were provided to City-based businesses.

In response to a query about management and use of digital data, the Policy & Performance Director assured the Sub-Committee that high standards of data management were maintained and, as a Local Authority, much of the data was available to the public.

A Member queried whether the use of the data was compliant with the General Data Protection Regulation (GDPR).  The Policy & Performance Director responded that the data

The Sub-Committee was advised that the new City Corporation website had gone live earlier in the day, as planned. Members welcomed the update and congratulated the IT Division for the progress made.

RESOLVED – That the Sub-Committee note the update.

Joint report of the Town Clerk and Chamberlain.

The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain on Committee Meeting Video Conferencing Software.

The Sub-Committee was informed that Microsoft Teams had been in use since 24 April 2020 to facilitate formal decision-making meetings on a

virtual basis but, since 26 May 2020, Zoom had been tested as an alternative platform through which to host virtual meetings. The report before Members set out the key findings arising from the Zoom testing period (26/05/20 -

23/06/20) and incorporated all the feedback that had been provided about use of the Microsoft Teams and Zoom platforms for the hosting of formal virtual committee meetings. Members of the sub-Committee were asked to determine, on the basis of that feedback and the security, cost and other considerations set out in the report, which virtual platform should be used to facilitate future formal committee meetings of the City Corporation. 

The Director of IT informed the Sub-Committee that the City of London had made significant investment in Microsoft Teams. Additionally, some of the initial functional differences between Zoom and Teams that were evident previously had now been addressed by Microsoft.  The Sub-Committee was assured that Microsoft was making significant investment in the Teams product with new features being released monthly which would quickly close any functionality gaps between Zoom and Teams. This included the development of a 7x7 gallery view to allow up to 49 participants to be seen at once, which was due to go live in August 2020. Members were advised that a Teams development roadmap is available to Members on request. From a security perspective, although Zoom had now addressed some of the early security concerns, there were still security risks associated with the platform.

The Sub-Committee was informed that, following a survey of London Local Authorities on 14th

Report of the Chamberlain.

The Sub-Committee received a report of the Chamberlain relative to the IT Division – IT Service Delivery Summary.

RESOLVED – That the Sub-Committee note the report

Report of the Chamberlain.

The Sub-Committee received a report of the Chamberlain on the IT Division Risk Update.

RESOLVED – That the Sub-Committee notes the report.

There were no questions.

There were no items of urgent business.

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 the Schedule 12A of the Local Government Act.

To agree the non-public minutes of the meeting held on Friday, 24 January 2020.

The Sub-Committee approved the non-public minutes of the meeting held on Friday, 24 January 2020 as an accurate record.

Report of the Chamberlain.

The Sub Committee received the report of the Chamberlain on the Committee Rooms Audio Visual Equipment.  

Report of the Chamberlain.

The Sub-Committee received a report of the Chamberlain on the IT – Project to Migrate Unstructured Information into SharePoint.

Joint report of the Commissioner of the City of London Police and the Director of the Built Environment.

The Sub-Committee received a joint report of the Director of the Built Environment and the Commissioner of the City of London Police on the Secure City Programme.

Report of the Commissioner of City of London Police.

The Sub-Committee received the report of the Commissioner of the City of London Police on the eDiscovery Project.

Report of the Commissioner of City of London Police.

The Sub-Committee received the report of the Commissioner of City of London Police on CR16 IT Security Deep Dive.

Report of the Chamberlain.

The Sub-Committee received the report of the Chamberlain on IT Services 2020 programme update.

The Sub-Committee received the presentation of the Commissioner of the City of London Police on City of London Police IT Modernisation Programme.

Report of the Commissioner of the City of London Police.

The Sub-Committee received the report of the Commissioner of the City of London Police on HR Integrated Time Management and e-Expenses.

There were no non-public questions.

There was no other non-public business.