Agenda and minutes

Apologies were received from Rehana Ameer and Sylvia Moys.

There were no declarations.

To agree the public minutes and non-public summary of the meeting held on 16 November 2020.

RESOLVED -That the public minutes and non-public summary of the meeting held on 116 November 2020 be approved as an accurate record.

Matters arising

In response to GDPR concerns raised by Members, Officers reported that

Mailchimp and Survey Monkey was used by a small number of staff and Officers undertook to circulate the legal opinion on this matter to Members.

RESOLVED – That Officers circulate the legal opinion in respect of GDPR concerns on this matter to Members.

Joint report of the Town Clerk and the Chamberlain.

The Sub Committee considered a joint report of the Town Clerk and the Chamberlain outlining outstanding actions and targets for completion.

RESOLVED – That the Sub Committee notes the report.

Report of the Chamberlain.

RESOLVED – That the Sub-Committee notes the report.

Joint report of the Town Clerk and the Chamberlain.

The Sub Committee considered a report of the Town Clerk looking at ways to enhance user participation at committee meetings and support paper-free ways of working for Members and Officers.

During the course of debate, the following observations were made by Members:

• The user access/interface from non-CoL devices was unpredictable;
   
• On some occasions, hard copies of agenda packs were required;
   
• It was a challenge to keep track of papers when follow up supplements were circulated in separate emails;
  
  
• Page numbering of agenda packs when viewed via the Mod.gov App were different from numbering when viewed as a pdf email for example;
  
  
• Non-public reports were not always visible.

In response to comments and questions from Members, Officers stated that once physical/hybrid meetings resumed, it would be possible to gauge the level of need for paper agenda packs.  Non-public papers could be viewed via the Mod.gov app and assistance was available for any Members who were not able to view Non-public documents.  At present, confidential papers were not uploaded to Mod.gov and going forward, Members would have to decide whether to upload confidential papers which could then be accessed by all Members.  Settings could be adjusted easily to ensure consistency in page numbering across all platforms when viewing papers.

Although Members were encouraged by progress thus far, it was felt that:

a)    the pilot should be extended to all members including co-optees;

b)    a status update should be provided to the next meeting:
 

c)    the pilot should be extended beyond June 2021, if felt necessary.

RESOLVED –

1.   That all current members of the Court of Common Council and

Co-opted Members participate in a pilot from March to the end of June 2021 and use the Modern.gov app to view/manage all committee-related documentation.

2.   That Members provide feedback to the

Report of the Chamberlain.

The Sub Committee considered a report of the Chamberlain outlining a proposed Digital Services Strategic Roadmap, developed as a coherent guide to the full digital transformation of public-facing and back office internal services.

In presenting the report, Officers advised that having reflected on the achievements of the previous strategy and building on lessons learned from the previous strategy, a new Digital Services Strategic Roadmap, informed by workshops had been developed. Officers also highlighted that Item 10C of the agenda for this meeting was presented to the Efficiency & Performance Sub Committee on 26 February 2021 and going forward, benefits accrued from the new Digital Services Strategic Roadmap would be considered by the Efficiency & Performance Sub Committee.

Members stressed the need for feedback mechanisms to take forward the digital agenda and shape the future direction of travel.

RESOLVED – That Members

1. Approve the City of London Corporation’s Digital Services Strategic Roadmap accompanying this report as the basis in principle for the digital transformation of the CoLC’s services.

2. Support the IT Director in setting the expectation amongst CoLC Officers and Members that this roadmap shall be used as a guide for any local digital transformation initiatives within their own services.
   
   
3. Support the IT Director in setting the expectation amongst CoLC Officers and Members that the CoLC’s IT Director shall be notified of any such local digital initiatives, with a collaborative approach being taken to enable the widest benefits.
   
   

4.    Note that a separate but related report will be presented on the CoLP Digital Services Strategic Roadmap which currently awaits agreement from the CoLP Senior Management Board.

Report of the Town Clerk.

The Sub Committee considered a report from the Community & Children’s Services Committee regarding proposals to increase digital literacy.

Officers reported that a working group was exploring a number of measures to increase digital access for pupils including the possibility of repurposing unused CoL devices.

RESOLVED –

1. That the current activity in place to support digital inclusion for City residents and the approach set out to develop and deliver a programme of support be noted.

2. That consideration be given to donating redundant City of London Corporation laptops to Community Services sites as part of the digital inclusion project.

Report of the Chamberlain.

The Sub Committee considered a report from the Chamberlain outlining service incidents for CoL and CoLP.

RESOLVED – That the Sub Committee notes the report.

Report of the Chamberlain.

The Sub Committee considered a report from the Chamberlain detailing risks and mitigation measures for the IT Division.

RESOLVED – That the Sub Committee notes the report.

Report of the Chamberlain.

The Sub Committee considered a report from the Chamberlain outlining potential opportunities for more efficient ways of working.

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 16 November 2020.

The Sub-Committee approved the non-public minutes of the meeting held on 26 March 2021 as an accurate record.

Joint report of the Town Clerk and the Chamberlain.

The Sub Committee considered a joint report of the Town Clerk and the Chamberlain outlining non-public outstanding actions and targets for completion.

Report of the Chamberlain.

The Sub Committee considered a report of the Chamberlain regarding measures to capture and mitigate against risks of a cyber breach.

Report of the Chamberlain.

The Sub Committee considered a report of the Chamberlain outlining proposals for enabling services under the new Target Operating Model through a single Enterprise Resource Planning System.

Report of the Director of Community and Children’s Services.

The Sub Committee considered a report of the Director of Community & Children’s Services regarding the provision of self-service library kiosks.

There were no non-public questions.

There was no other non-public business.