Agenda and minutes

Venue: Committee Room - 2nd Floor West Wing, Guildhall. View directions

Contact: Angela Roach
tel. no.: 020 7332 3685  Email: angela.roach@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

An apology for absence was received from Dhruv Patel, Giles Shilson, Sir Michael Snyder and Philip Woodhouse.

 ...  view the full minutes text for item 1.

2.

Members Declarations Under the Code of Conduct in Respect of Items on the Agenda

Minutes:

The Chairman declared an interest in items 8 and 20 as a Member of the Board of School Governors of Christ’s Hospital, a Member of its Council and by virtue of her involvement with the City’s Academies. Marianne Fredericks also declared an interest in those items as Chairman of the Committee of Aldermanic Almoners, Common Council Governors and Donation Governors of Christ’s Hospital.

 

Jamie Ingham Clark declared an interest in item 22 as a veteran member of the Honourable Artillery Company.

 

 ...  view the full minutes text for item 2.

3.

Minutes

To consider minutes as follows:-

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

Minutes:

3a

To agree the public minutes of the meeting held on 4 May 2017. pdf icon PDF 122 KB

Minutes:

The public minutes of the meeting held on 4 May 2017 were approved.

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

3b

To note the draft minutes of the Public Relations and Economic Development Sub-Committee meeting held on 4 May 2017. pdf icon PDF 118 KB

Minutes:

The draft minutes of the Public Relations and Economic Development Sub-Committee meeting held on 4 May 2017 were noted.

 

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

3c

To note the draft public minutes of the Projects Sub-Committee meeting held on 10 May 2017. pdf icon PDF 228 KB

Minutes:

The draft minutes of the Projects Sub-Committee meeting held on 10 May 2017 were noted.

 

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

4.

Projects Sub-Committee Terms of Reference pdf icon PDF 110 KB

To considered a resolution of the Projects Sub-Committee from its meeting on 10 May 2017.

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

Minutes:

The Committee considered a resolution from the Projects Sub-Committee meeting held on 10 May 2017. The Sub-Committee proposed an amendment to its terms of reference to ensure clarity in relation to the Corporate Asset Sub-Committee and the Cyclical Works Programme.

 

RESOLVED – that the Sub-Committee’s terms of reference be amended as follows:-

 

Overseeing the City Corporation’s programme of projects, excluding those within the remit of the Cyclical Works Programme (although these may be called-in by the Projects Sub-Committee)Corporate Asset Sub-Committee, to ensure their delivery within the parameters set by the Resource Allocation Sub-Committee.

 

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

5.

Website Entries for Members pdf icon PDF 81 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk concerning the website entries for Members in relation to party political affiliations.

 

RESOLVED – that, taking into account the City Corporation’s unique position, no statement be made to the City Corporation’s website pages about individual Members’ party political affiliations (including any reference to whether Members consider themselves as independent). This was on the basis that Members were free to include such data in the additional information section of their entries.

 

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

6.

Increasing Diversity in the Court of Common Council - Update pdf icon PDF 216 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Committee considered a report of the Town Clerk updating it on the work which had been undertaken to enhance the diversity of the Court of Common Council. Amongst other things, this included a review of the timing of Committee meetings undertaken by the Chief Executive of East Sussex County Council on the Committee’s behalf.

 

Members noted that the review had concluded that significant effort had been made on the activities progressed to enhance diversity. There had been no obvious gaps in the work undertaken to engage with the City Corporation’s voters and encourage prospective candidates to stand for election.

 

Detailed discussion ensued on the timing of meetings and Members noted the concerns which had been expressed by some of the new Members about the current arrangements. The Committee acknowledged the change in the proportion of new Members in the last few years and it was agreed that all Members should now be consulted on the matter at the next informal meeting of the Court. In the interim, the issue should be referred back to the Town Clerk to establish the possible options to be considered.

 

Reference was made to the issue of remuneration and the merits of the Members’ Financial Loss Scheme. It was suggested that this should also be examined and discussed by Members at the informal meeting in the autumn. A Member referred to the difficulties that Members would have in making a political decision about remunerating themselves and questioned whether independent advice should be sought.

 

A number of arguments were advanced for and against remuneration. It was agreed subsequently that the matter should be referred to the informal meeting of the Resource Allocation Sub-Committee for more detailed consideration and to recommend a way forward.

 

Attention was drawn to the possible barriers which might deter

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

7.

Departmental Business Plans 2017/18 pdf icon PDF 182 KB

Joint report of the Town Clerk, Remembrancer and the Director of Economic Development.

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

Additional documents:

Minutes:

The Committee considered a report of the Town Clerk concerning the 2017/18 business plans for the Town Clerk’s Corporate and Members Services Section, the Economic Development Office and the Remembrancer’s Office as well as the draft Corporate Plan for 2018-2023.

 

RESOLVED – that:-

 

1.    approval be given to the high-level and detailed departmental business plans from the:-

 

·         Town Clerk’s Department (Corporate and Member Services)

·         Economic Development Office

·         Remembrancer’s Office

 

2.    the draft Corporate Plan for 2018-23 be noted.

 

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

8.

Education float in the Lord Mayor's Show pdf icon PDF 136 KB

Report of the Town Clerk.

 

NB: This report has been considered and is supported by the Education Board

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

Minutes:

The Committee considered a report of the Town Clerk concerning the inclusion of an educational float in the 2017 Lord Mayor’s Show.

 

The Chairman questioned the inclusion of the Christ’s Hospital and King Edward Schools and also whether all the academies would be invited and was advised that the intention was to include all the City Corporation’s direct family schools but not Christ’s Hospital and King Edward Schools. A Member also questioned whether the provision of £10,000 funding would be sufficient to cover the cost. It was suggested that the proposed funding be agreed and that should any additional resources be required for the educational float, its approval be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman.

 

RESOLVED – That:-

 

1.    approval be given to an education float being entered into the 2017 Lord Mayor’s Show which included the City’s family of academy and independent schools, at a cost of £10,000 to be met from the 2017/18 Policy and Resources Committee’s contingency fund, and charged to City’s Cash; and

 

2.    should any additional funding be required, its approval be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman.

 

  

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

9.

Educational Grant Funding pdf icon PDF 222 KB

Report of the Town Clerk.

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

Minutes:

This item was withdrawn for further work.

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

10.

Commonwealth Enterprise and Investment Council. pdf icon PDF 94 KB

Report of the Director of Economic Development.

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

Minutes:

The Committee considered a report of the Director of Economic Development concerning the renewal of the tenancy agreement for the provision of office space for the Commonwealth Enterprise and Investment Council (CWEIC) within the Guildhall Complex.

 

RESOLVED - that £20,000 be provided from Policy Initiatives Fund for 2017/18 and 2018/19 (£10,000 each year), categorised under the Promoting the City section of the Fund and charged to City’s Cash to assist the CWEIC in renewing its tenancy agreement.

 

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

11.

Commonwealth Work Programme pdf icon PDF 92 KB

Report of the Director of Economic Development.

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

Minutes:

The Committee considered a report of the Director of Economic Development concerning proposals to further engage with Commonwealth by working in partnership with the cabinet office and the Commonwealth Enterprise and Investment Council (CWEIC) on the work programme for the 2018 Commonwealth Summit and Business Forum.

 

The Director was heard in support of the report.

 

He reminded the Committee that in addition to the activities in the report, as part of its efforts to engage with the Commonwealth, the City Corporation had also agreed to become a member of the CWEIC for period of two years. This had now come to an end therefore consideration needed to be given on whether to renew membership. The Director advised that the cost of a further year’s membership was £12,000 and could be met from the balance of funds previously allocated for Commonwealth engagement activities. Members supported the renewal of the City Corporation’s membership of the CWEIC for a further year.

 

RESOLVED – that:-

 

1.    the direction of travel of the work being undertaken in partnership with Government and the CWEIC be supported in principle and that it be noted that, as the work programme developed, further proposals detailing division of responsibility and budget estimates would be submitted to the Committee for approval; and

 

2.    approval be given to the City Corporation renewing its membership of the CWEIC for a further year at a cost of £12,000 to be met from the unspent funds previously allocated from the Committee’s contingency for engagement with the Commonwealth.

 

 

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

12.

Regional Strategy pdf icon PDF 98 KB

Report of the Director of Economic Development.

 

NB: The report will have been considered by the Public Relations and Economic Development Sub-Committee earlier this day.

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

Minutes:

The Committee considered a report of the Director of Economic Development concerning the proposed regional strategy for the City Corporation to engage with major UK regional centres for financial and related professional services sectors.

 

Members noted that the report had been supported by the Public Relations and Economic Development Sub-Committee earlier that day.

 

RESOLVED – that the Regional Strategy be approved.

 

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

13.

Chairman's visit to Washington DC pdf icon PDF 234 KB

Report of the Director of Economic Development.

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

Minutes:

The Committee considered a report of the Director of Economic Development concerning the past Chairman’s visit to Washington DC in April 2017.

 

RESOLVED – that the report be noted.

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

14.

Economic Development - Quarterly Activity Update pdf icon PDF 143 KB

Report of the Director of Economic Development.

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

Additional documents:

Minutes:

The Committee considered a quarterly update report of the Director of Economic Development on economic development activities for the period March to May 2017.

 

RESOLVED – that the report be noted.

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

15.

Policy Initiatives Fund and Committee Contingency pdf icon PDF 69 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a statement of the Chamberlain on the use of the Policy Initiatives Fund and Committee Contingency for 2017/18.

 

RESOLVED – That the statement be noted.

 

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

16.

QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

Minutes

 

A Member sought clarification on the content of committee minutes particularly for those committees operating in a quasi-judicial capacity. In her view the minutes of meetings where the decision was exposed to appeal should be noted in more detail.

 

Detailed discussion ensued during which, amongst other things, the following comments were made:-

 

·          Members were reminded that the current style of the minutes had been agreed by the Court as part of the last governance review. It noted that they should be concise, that they were not verbatim and where necessary, they should give a flavour of the proceedings.

 

·          The information used at appeal stage was usually taken from the committee report and not the minutes. The minutes were referred to only if the decision taken differed from the recommendation in the report.

 

·          Reference was made to decisions agreed by narrow margins and a Member questioned whether Standing Orders should be changed to enable individual voting to be recorded in the minutes;

 

·          Members questioned the merits of audio recording minutes and whether the time of arrival and departure of individual Members at meetings should also be recorded.

 

After further discussion, the Assistant Town Clerk undertook to report back to Committee on the above mentioned points.

 

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

17.

ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT

Minutes:

The Committee agreed to item 25 being considered at this point in the public session on the basis that the report contained no exempt information.

 

Operational Property Review – Incentivisation Review

 

The Committee considered a resolution from the Corporate Asset Sub-Committee meeting held on 22 May 2017, together with a joint report of the Chamberlain and the City Surveyor setting out options and recommendations for incentives to encourage departments to release and rationalise surplus operational property.

 

A number of Members were heard in support of the recommendation and noted that, currently, there was no incentive to release surplus property and land. Departments tended to hold on to property which was surplus to requirements in case it was needed subsequently. It was important to recognise the merits of owning fewer properties and improving the condition of those which were retained within departmental portfolios.

 

RESOLVED – That the resolution of the Corporate Asset Sub-Committee be noted and that:-

 

1.   Enabling savings generated from asset rationalisation be ring fenced and channelled into new or improved retained assets for departments (as set out Option 1 – para 13 of the report);

 

2.   Property Utilisation Targets as set out in para 19 of the report be introduced and an Operation Property Change Board be created as part of the review of the City’s Corporate Property Asset Management Strategy for 2017-22;

 

3.   More useful Management Information be developed on the utilisation, cost and suitability of assets and, to assist decision making process, shared with Chief Officers and Committees as set out in para 22; and

 

4.   the introduction of imputed rent as set out in para 22 of the report be kept under review.

 

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

18.

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 the Schedule 12A of the Local Government Act.

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

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.

 

Item Nos.                                                           Paragraph(s) in Schedule 12A

 

19 - 28                                                                                     1, 3 and 7

 

 

Part 2 – Non-Public Agenda

 

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

19.

Non-Public Minutes

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

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

Minutes:

19a

To agree the non-public minutes of the meeting held on 4 May 2017.

Minutes:

The non-public minutes of the meeting held on 4 May 2017 were approved.

 

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

19b

To note the draft non-public minutes of the Projects Sub-Committee meeting held on 10 May 2017.

Minutes:

The draft non-public minutes of the Projects Sub-Committee meeting held on 10 May 2017 were noted.

 

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

19c

To note the draft non-public minutes of the Hospitality Working Party meeting held on 5 May 2017.

Minutes:

The draft non-public minutes of the Hospitality Working Party meeting held on 5 May 2017 were noted.

 

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

20.

Christ's Hospital School

Resolution from the Committee of Aldermanic Almoners, Common Council Governors and Donation Governors of Christ’s Hospital, 13 April 2017.

 

 

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

Minutes:

The Committee considered and noted a resolution from the Committee of Aldermanic Almoners, Common Council Governors and Donation Governors of Christ’s Hospital meeting held on 13 April 2017, concerning a Policy and Resources Committee decision on the provision of financial support.

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

21.

Extension of City of London Schools Internationally

Joint report of the Headmistress of the City of London School for Girls and the Head of the City of London School.

 

NB: this report has been considered and approved by the Boards of Governors of the City of London School for Girls and the City of London School and also by the Education Board.

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

Minutes:

This item was withdrawn to enable the new Head of the City of London School to contribute fully on any extension proposals.

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

22.

Police Accommodation Strategy: General Update

Joint report of the City Surveyor, the Chamberlain and the Commissioner of the City of London Police.

 

NB: This report has been considered and approved by the Police Committee and is due to be considered by the Projects Sub-Committee

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

Minutes:

The Committee considered and agreed a joint report of the City Surveyor, the Chamberlain and the Commissioner of the City of London Police, updating it on the Police Accommodation Strategy and the next steps in realising the various projects falling within it.

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

23.

One Safe City Programme

Joint report of the Town Clerk and Commissioner of the City of London Police.

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

Minutes:

The Committee considered and approved a report of the Town Clerk and Commissioner of the City of London Police concerning the One Safe City Programme.

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

24.

Security Enhancements Cross Cutting Projects

Report of the Town Clerk.

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

Minutes:

The Committee considered and approved a report of the Town Clerk concerning the progress and increased funding of the cross-cutting Security Enhancement projects.

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

25.

Operational Property Review

Resolution of the Corporate Asset Sub-Committee of 22 May 2017, together with a joint report of the Chamberlain and City Surveyor.

 

NB: The resolution and report are also due to be considered by the Finance Committee.

 ...  view the full agenda text for item 25.

Minutes:

This Item was moved into the public section of the meeting and considered at item No.17.

 ...  view the full minutes text for item 25.

26.

Project Funding Update

Report of the Chamberlain.

 ...  view the full agenda text for item 26.

Minutes:

The Committee considered and agreed a report of the Chamberlain concerning the provision of funding to enable four projects to progress to the next gateway of the projects approvals process. The projects related to:-

 

·         Barbican Centre Concert Hall

·         West Ham Park Nursery

·         Lord Mayor’s coach

·         Snow Hill and Holborn over Thameslink Pipe Subways.

 

 

 ...  view the full minutes text for item 26.

27.

Smart City Energy Grid

Joint report of the Director of the Built Environment and the City Surveyor.

 ...  view the full agenda text for item 27.

Minutes:

The Committee considered and agreed a joint report of the Director of the Built Environment and the City Surveyor concerning the Smart City Energy Grid.

 ...  view the full minutes text for item 27.

28.

DECISIONS TAKEN UNDER DELEGATED AUTHORITY OR URGENCY POWERS

Report of the Town Clerk.

 ...  view the full agenda text for item 28.

Minutes:

The Committee considered a report of the Town Clerk reporting action taken since its last meeting and noted the action taken with regard to the Security Enhancement Crosscutting Projects.

 

 ...  view the full minutes text for item 28.

29.

QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

There were no questions.

 ...  view the full minutes text for item 29.

30.

ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT AND WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED WHILST THE PUBLIC ARE EXCLUDED.

Minutes:

The following item of urgent business was considered:-

 

London Bridge and Borough Market Terror Attacks

 

The Commissioner of the City of London Police updated the Committee on activities relating to the recent terror attacks on London Bridge and in Borough Market which resulted in a number of fatal injuries.

 ...  view the full minutes text for item 30.

Part 3 - Non-Public Confidential Agenda

31.

The Town Clerk to be heard.

Minutes:

The Town Clerk was heard concerning activities relating to the Courts service.

 ...  view the full minutes text for item 31.