Agenda and minutes

A motion proposed by the Chief Commoner for Alderman Sir Michael Bear to take the chair until the conclusion of Item 4 – Election of Chairman was seconded and agreed.

Apologies were received from Deputy John Bennett, The Rt Hon the Lord Mayor Alderman Dr Andrew Parmley, The Rt Hon Alderman the Baroness Scotland of Asthal, Alderman The Lord Mountevans, and Deputy Alastair Moss.

The Town Clerk noted that Alderman The Lord Mountevans had been omitted from the list of Members of the Committee and that this omission had now been corrected.

There were no declarations.

To note the Order of the Court of Common Council, 27 April 2017, appointing the Committee (To Follow).

Members received around the table an Order of the Court of Common Council dated 27 April 2017 appointing the Committee for the ensuing year.

RECEIVED

To elect a Chairman in accordance with Standing Order No. 29.

The Town Clerk read out, in accordance with Standing Order 29, a list of names of Members eligible to serve as Chairman. Catherine McGuinness, being the only Member willing to serve, was declared elected as Chairman for the ensuing year.

To elect three Deputy Chairmen in accordance with Standing Order No. 30.

At the invitation of the Town Clerk, Mark Boleat confirmed that he wished to exercise his right as immediate past Chairman to serve as Deputy Chairman for the ensuing year, and was duly appointed to that role.

The Town Clerk noted that, as per Standing Order 30, two further Vice Chairmen were required, and read out a list of names of Members eligible to serve. Members were reminded that the successful candidate required 50% of the votes cast.

There being three Members wishing to serve, and two vacancies, a ballot was conducted.

Simon Duckworth – 24 votes

Hugh Morris – 15 votes

Marianne Fredericks – 5 votes.

Simon Duckworth, having secured at least 50% of the votes cast and having secured the most votes, was elected Vice Chairman for the ensuing year.

The Town Clerk noted that, in line with Standing Orders, the candidate with the least votes now dropped off the ballot paper.

There being only one candidate remaining for a single vacancy, Hugh Morris was elected as Vice Chairman for the ensuing year.

VOTE OF THANKS

Proposed by the Chief Commoner, Wendy Mead;

Seconded by Deputy Joyce Nash;

RESOLVED UNANIMOUSLY:

THAT the Members of the Policy and Resources Committee wish to place on record their sincere appreciation to

Mark Boleat

for his outstanding service as Chairman of this Committee from May 2012 to May 2017.

Mark brought clarity of direction to his Chairmanship and the work of the Committee from the outset, at a time when London was preparing to welcome the Olympics and Paralympics, both events Mark had done much to help facilitate through the provision of City venues and City hospitality.

A key priority for the Committee and its Chairman has been maintaining London’s position as the world’s leading international financial and business centre. In this

To consider minutes as follows:-

The minutes of the meeting held on 16 March 2017 were approved as a correct record.

The draft minutes of the Resource Allocation Sub (Policy and Resources) Committee meeting held on 16 March 2017 were received.

Report of the Town Clerk.

Members considered a report of the Town Clerk regarding appointments of Sub Committees, Working Parties and Representatives on other Committees.

RESOLVED, that the terms of reference and composition of Sub Committees and Working Parties, and appointments to other committees, be as follows,

(A)     Courts Sub-Committee

Composition

·           Chairman of the Policy and Resources Committee

·           Deputy Chairman of the Policy and Resources Committee

·           Two Aldermen nominated by the Court of Aldermen;

·           Four Members appointed by the Court of Common Council

·           One Member appointed by the Finance Committee;

·           the Recorder and Sheriffs at the Central Criminal Court (Ex-officio), with the Recorder and any Sheriff who was not a Member of the Court of Common Council, having no voting rights

·           One Member appointed by the Policy and Resources Committee as follows: Edward Lord.

N.B. the Recorder and a Sheriff who is not an Alderman or Common Councilman shall have no vote.

Terms of Reference

For a period of five years, from June 2016 to April 2021, to be responsible for oversight of the management of all matters relating to the Central Criminal Court, the City of London Magistrates’ Court and the Mayor’s and City of London Court so far as they concern the City of London Corporation but excluding the appointment of the Secondary and Under Sheriff and matters relating to the Shrievalty.

(B)     Members’ Privileges Sub-Committee

Composition

·           Chief Commoner (Chairman)

·           Immediate past Chief Commoner *

·           Chairman and Deputy Chairman of the House Committee of Guildhall Club (Ex-officio)

·           Chairman and a Deputy Chairman of the Grand Committee

·           Up to 6 Members appointed by the Court of Common Council as follows:-

     Jamie Ingham Clark term expires 2020

Ann Holmes term expires 2020

Edward Lord term expires 2017

Three vacancies

*For part of the year and then the Chief Commoner Designate for the remainder

Report of the Comptroller and City Solicitor.

Members considered a report of the Comptroller and City Solicitor regarding funding for additional staff. The Comptroller and City Solicitor noted that his department now had additional responsibility for information management and that he was keen to recruit the staff to discharge this function effectively.

In response to a comment from a Member, the Comptroller and City Solicitor agreed to ensure appropriate succession planning was in place among his teams, particularly in areas such as Licensing and Planning.

The Town Clerk noted that the report would be referred to the Establishment Committee and Finance Committee.

RESOLVED, that

·         The Comptroller and City Solicitor’s local risk budget be increased for 2017/18 by £140,000 and thereafter (including yearly cost of living increases where applicable) in order to recruit three additional permanent staff at grades E, career grade C/D and at grade C.

Report of the Chamberlain.

Members considered a report of the Chamberlain regarding the Policy Initiatives Fund and Committee Contingency.

RECEIVED

Report of the Town Clerk.

Members considered a report of the Town Clerk regarding decisions taken under urgency or delegated authority since the last meeting.

RECEIVED

City of London Corporation Engagement with Major Sporting Events

In response to a question from a Member prompted by reference to the positive engagement of the City of London Corporation both during and in the period immediately following the London Olympic and London Paralympics, the Town Clerk agreed to examine the potential for ongoing City of London Corporation engagement in forthcoming major sporting events, including but not limited to the World Athletics Championships during Summer 2017.

Policy Committee Ballots

In response to a question, the Town Clerk agreed to mark Members who were standing re-election on Committee ballot papers.

Policy Committee Appointments to the Investment Committee

In response to a question, a Member replied that the Policy Committee made appointments to the Investment Committee directly rather than to the Investment Committee’s Boards as the process of appointment was to ensure a balanced membership that would provide appropriate oversight to the City’s assets.

There was no other 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 the Schedule 12A of the Local Government Act.

RESOLVED, that under Section 110(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 Act.

To consider non-public minutes of meetings as follows:-

The non-public minutes of the meeting held on 16 March 2017 were approved as a correct record.

The draft non-public minutes of the Resource Allocation Sub (Policy and Resources) Committee meeting held on 16 March were received.

RECEIVED

Report of the Director of Communications.

Members considered a report of the Director of Communications on City Matters.

Report of the Director of Communications.

Members considered a report of the Director of Communications on Public Notice Adverts.

Report of the City Surveyor.

Members considered a Superfast City Programme update report of the City Surveyor.

Report of the Town Clerk.

Members considered a report of the Town Clerk on action taken since the last meeting.

China Strategy and Stakeholder Engagement

The Director of Economic Development was heard on the China Strategy and Stakeholder Engagement.

Late Paper - Request for Sponsorship for the secretariat of the Standing International Forum of Commercial Courts

Members considered a late paper of the Director of Economic Development regarding a Request for Sponsorship for the secretariat of the Standing International Forum of Commercial Courts.