Agenda and minutes

Apologies for absence were received from Doug Barrow, Charles Bowman Stephen Haines, Wendy Mead, Alistair Moss and Baroness Patricia Scotland.

Jamie Ingham Clark declared an interest in matters affecting the Police Accommodation Strategy as a veteran member of the Honourable Artillery Company.

To consider minutes as follows:-

The public minutes of the meeting held on 8 June 2017 were approved.

The draft public minutes of the Projects Sub-Committee meeting held on 6 June 2017 were noted.

The draft public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 8 June 2017 were noted.

The draft public minutes of the Members Privileges Sub-Committee meeting held on 22 June 2017 were noted and the recommendations contained therein considered.

Members supported the recommendations relating to remuneration and evening wear and discussion ensued on the wording of the role and status of the Chief Commoner. It was agreed that the wording should be revised and that the approval of the final form of words be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman.

Reference was also made to the lack of use of the current Chairman and Deputy Chairman’s Computer Room located on the second floor and to it being returned to two separate rooms.

RESOLVED – That:-

1.          the request for the Resource Allocation Sub-Committee to look into the cost of evening wear Member allowances as part of wider discussion on Member allowances and remuneration be noted;

2.          any recommendation made by the Ceremonials Protocol Working Party with regard to the City of London Corporation’s dress code be brought back to the Member Privileges Sub-Committee for further consideration;

3.          the Director of Communication be requested to investigate making the Member Monthly Briefing available to past Members of the Court of Common Council and report back the Sub-Committee on the proposal;

4.          the Town Clerk be requested to report back to the Sub-Committee on recognising the service of Members who stand down or are unelected from the Court of Common Council; and 

5.      the proposed wording in relation to the Chief Commoner’s role and status be revised by the Remembrancer in consultation with relevant officers and that the approval of the final wording be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman.

To note the following resolution from the Ward of Aldgate:-

“That this Wardmote deplores the state of broadband connections for both residential and existing business customers and requires the Corporation to take urgent action to address this.”

Members were advised that whilst a lot of progress had been made on improving broadband services officers were of the view that it required a dedicate resource to assist in delivering better services. Whilst this Committee had supported the provision of resources to fund a post, the IT Sub-Committee had asked for more details and this was to be considered by the Sub-Committee shortly. It was suggested that a note on the progress made so far be circulated to all Members of the Court. Members supported this.

RESOLVED – That the resolution from the Ward of Aldgate be noted and that the City Surveyor be requested to circulate a note to all Members on the progress being made regarding the provision of better broadband services.

Report of the Director of Markets and Consumer Protection.

NB: This report has been considered and agreed by both the Port Health and Environmental Services and Licensing Committees.

The Committee considered a report of the Director of Markets and Consumer Protection proposing an amendment to the terms of reference of the Licensing Committee to include The Police, Factories and (Miscellaneous Provisions) Act 1916, noting that both the Licensing Committee and the Port Health and Environmental Services Committee were supportive of the amendment.

RESOLVED – That, subject to the approval of the Court, the terms of reference of the Licensing Committee be amended to include The Police, Factories and (Miscellaneous provisions) Act 1916.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk proposing amendments to the protocol for the order of seniority on the Court of Common Council.

The Committee noted that the amendment had been approved by the Members’ Privileges Sub-Committee.

RESOLVED – That the protocol for the order of seniority at the Court of Common Council be amended as follows:-

1.    to include a new paragraph 2.3 as set below:-

“Aldermen, whether former Common Councilmen or not, who are elected to serve as Common Councilmen after their service on the Aldermanic Court, would take their seniority to their total length of service on Common Council, including as Alderman”; and

2.    paragraph 3.2 be amended to  include the Establishment Committee as follows:-

“The Senior Committee Chairman (i.e. particularly the Chairman of the Policy and Resources, Finance, Planning and Transportation, police and Establishment) are normally taken out of their seniority order”.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk concerning the current style of minutes of committee and related meetings.

In response to the questions on the content of the minutes; whether the time of arrival and departure of individual Members should be recorded; whether names should be recorded during a vote and whether audio recording should be introduced, the Committee was of the view that no change should be made to the current arrangements.

RESOLVED – That the content of the report be noted and that no change be made to the current arrangements for the minuting of committee and other related meetings.

Report of the Chamberlain

The Committee considered a report of the Chamberlain concerning the outcome of an internal Responsible Business review.

A Member questioned whether it was necessary to engage a fulltime officer to develop an internal responsible business strategy. Several Members supported his sentiments adding that it should be undertaken within existing resources. The Committee was advised of the importance of acting swiftly and for City Corporation departments to be joined up to ensure the initiative’s success. Currently there was no lead officer to take the project forward as envisaged. It was suggested that consideration be given to an appointment on a fixed, short term, basis. This was not supported.

RESOLVED – that the content of the report be noted including the primary recommendations and that:-

1.    whilst the progression of the project was supported it should progress from within existing resources; and

2.    it be noted also that further update would be submitted once priorities had been identified and a strategy produced.

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

NB: This report will have been considered by the Planning and Transportation Committee and is scheduled to be considered by the Property Investment Board.

The Committee considered a joint report of the City Surveyor and the Director of the Built Environment concerning the MIPIM property conference 2017.

RESOLVED – That the report be noted.

Report of the Director of the Built Environment.

The Committee considered an issue report of the Director of the Built Environment concerning Crossrail works at Farringdon East, Moorgate /Moorfields and Liverpool Street.

RESOLVED – That approval be given to the following:-

1.           approval be given in principle to the City delivering the urban realm works at Farringdon and Liverpool St stations on behalf of Crossrail;

2.           the approval of Gateway 3-5 i.e. to commence works in relation to Farringdon East be delegated to the Town Clerk, in consultation with the Director of the Built Environment and the Chairmen and Deputy Chairmen of the relevant committees;

3.           the Comptroller and City solicitor be authorised to conclude the legal agreement between the City Corporation and Crossrail; and

4.           subsequent Gateway 5 reports in relation to Liverpool Street station be submitted to the relevant committees in due course.

Report of the Director of Open Spaces.

NB: This report will also be considered by the Hampstead Heath, Highgate Wood & Queen’s Park  Committee and the Education Board

The Committee considered a report of the Director of Open spaces concerning an application to the Policy Initiatives Fund to extend the Science, Technology Engineering and Maths (STEM) and Policy Education Programme for a further year.

RESOLVED – That the Ponds Project Education programme be funded for an additional year at a cost of £48,600, to be met from the Policy Initiatives Fund, categorised as “Communities” and charged to City’s Cash.

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

NB: This is report is also due to be considered by the Community and Children’s Services Committee.

The Committee considered a report of the Director of Community and Children’s Services concerning an anticipated increase in costs associated with fulfilling the City of London Corporation’s statutory duty to assist some homeless households; the increased level of rough sleeping and a proposed increase to the budget to meet those increased demands.

In response to queries about the current helpline, the Committee was advised that it was managed by the GLA and undertook to feedback concerns about the helpline being unavailable when needed.

Reference was made to the homeless needing to be willing to accept help and to the City Corporation working in partnership with neighbouring boroughs to ensure that problems were not pushed from one area to another.

RESOLVED – That, subject to the approval of the Community and Children’s Services Committee, an increase of £195,500 in 2017/18, and a permanent increase of the baseline budget of £427,000 in subsequent years be approved.

Report of the Director of Economic Development.

NB: This report will also be considered by the Education Board.

The Committee considered a report of the Director of Economic Development concerning the Employability Strategy 2017-2020.

A Member referred the aims of the Strategy and stated that whilst he was supportive, the aims were very City focused and should be widened. Members supported this view and suggested that the wording be amended to reflect a wider scope.

RESOLVED – That the Policy and Resources Committee approve the Employability Strategy 2017-2020 subject to the scope of the aims outlined in the report being beyond the City.

Report of the Chairman of the City of London Learning and Engagement Forum.

The Committee considered a report of the Chair of the City of London Learning and Engagement Forum concerning the establishment of a cultural education partnership entitled Culture Mile Learning.

RESOLVED – That, subject to the approval of a more detailed business case by the Education Board, a sum of £150,000 be provided to implement the City Corporation’s Culture Mile Learning initiative.

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

The Committee considered a joint report of the Director of the Built Environment, the City Surveyor and the Director of Communications concerning the One City Social Media Platform.

Reference was made to ensuring that the website contained information about the City Corporation’s cultural activities and not just details of its restaurants and bars. The Committee supported this and also a suggestion that officers report back after the first year of operation.

RESOLVED – That approval be given to:-

1.    the delivery of the One City Social Media Platform, to be funded for a three year period at a total cost of up to £180,000, depending on any irrecoverable VAT incurred by the City Property Association (CPA). The funds be met from the Policy Initiative Fund (i.e. £60,000 in years 2017/18, 2018/19 and 2019/20) categorised under “Promoting the City” and charged to City’s Cash;

2.    the final terms of the agreement with the CPA to deliver the platform be delegated to the City Surveyor, the Director of the Built Environment and the Director of Communications, in consultation with the Comptroller and City Solicitor and The Chamberlain for those terms of a financial nature;

3.    efforts be made to include the City’s cultural activities and not just details of its restaurants and bars;

4.    it be noted that any underspending or over achievement of  third party contributions would be reinvested back into the project, subject to Member agreement; and

5.    a report be considered by this Committee following the first year of project’s operation.

Report of the Chamberlain.

NB: This report will also be considered by the Planning and Transportation Committee.

The Committee considered a report of the Chamberlain concerning the outcome of a review of the Committee’s decision to include the Still and Star public house on the City Corporation’s List of Assets of Community Value (ACV). It concluded that the public house should remain on the List.

It was noted that since the review, the land owner had lodged an appeal against the decision with the Tribunal.

RESOLVED – That the report be noted.

Report of the Chamberlain.

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.

The Deputy Chairman referred to Social Mobility Index initiative which ranked employers on the actions they took to present people with the opportunity to get in, and get on, in the workplace. He noted that it had been sponsored by the City Corporation and questioned why the organisation had not participated in the initiative also. The Chairman explained that this was the UK’s first Social Mobility Employer Index and that it had been developed in partnership with the Social Mobility Foundation and Social Mobility Commission. 98 businesses applied to the Index. Whilst the top 50 performers appeared in the Times, businesses were able to apply anonymously and could choose whether to have their scores published. She confirmed that the City Corporation had applied and whilst it chose to do so anonymously for the first year, it aimed to disclose its results next year. The Chairman advised that this year, the City Corporation scored 50 out of 98. She acknowledged that this needed to be improved and advised that a report from the Foundation setting out the areas in need of improvement was now awaited. A framework of action would then be developed with the aim of improving that score.

The Deputy Chairman suggested that details of the improvements and the framework of action be the subject of a report to a future meeting of the Committee. Members supported this.

RESOLVED – that details of the Social Mobility Index be noted and that the improvements highlighted by the Social Mobility Foundation and the proposed the framework of action be reported to a future meeting of the Committee.

BEECH STREET PROPERTY USES

The Committee noted that the joint report of the City Surveyor and the Headmistress of the City of London School for Girls on the property uses in Beech Street was a public paper and considered at this point in the meeting.

RESOLVED – the current position be noted and that a Gateway 3 project report requesting funding to progress the transformation of Beech Street would be brought forward at the earliest opportunity, using urgency procedures if required to ensure consideration of Exhibition Hall 2 occupancy did not delay the wider project to develop the Cultural Hub.

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 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 1 of the Schedule 12A of the Local Government Act.

Item Nos.                                                           Paragraph(s) in Schedule 12A

21 - 34                                                                                     1, 3 and 7

Part 2 – Non-Public Agenda

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

The non-public minutes of the meeting held on 8 June 2017 were approved.

The draft non-public minutes of the Project Sub-Committee meeting held on 6 June 2017 were noted.

The draft non-public minutes of the Hospitality Working Party meeting on 13 June 2017 were noted and a recommendation contained therein considered.

RESOLVED – That it be recommended to the Court of Common Council that in future, inconsequential applications for the use of Guildhall be reported to the Policy and Resources Committee only and that anything of consequence be reported to the Court in the usual manner.

The draft non-public minutes of the Members’ Privileges Sub-Committee meeting held on 22 June 2017 were noted.

Report of the City Surveyor.

NB: This report has been considered by the Members Privileges and Resource Allocation Sub-Committees. It is also scheduled to be considered by the Hospitality Working Party and the Corporate Asset and Projects Sub-Committees.

The Committee considered and approved a report of the City Surveyor concerning the provision of lavatories and cloakroom facilities in Guildhall.

Report of the Chambelrain.

NB: This report will have been considered by the Resource Allocation Sub-Committee earlier this day.

The Committee considered and approved a report of the Chamberlain concerning the provision of funding to enable five projects to proceed.

Report of the Commissioner of the City of London Police.

NB: The report will have been considered by the Resource Allocation Sub-Committee earlier this day and is also due to be considered by the Police and Projects Sub-Committee.

The Committee considered and approved a report of the Commissioner of the City of London Police concerning the Ring of Steel Stabilisation and Compliance project.

Report of the Commissioner of the City of London Police.

NB: this report will have been considered by the Resource Allocation Sub-Committee earlier this day. It is also to be considered by the Projects Sub-Committee and the Police and Finance Committees.

The Committee considered and approved a report of the Commissioner of the City of London Police concerning the Action and know Fraud Centre – Contract Service Budget. 

Joint report of the Director of Open Spaces, City Surveyor and Comptroller and City Solicitor.

NB; The report is due to be considered by the Open Spaces and Planning and Transportation Committees and also by the Property Investment Board

The Committee considered and approved a joint report of the Director of Open Spaces, the City Surveyor and the Comptroller and City Solicitor concerning subterranean the infrastructure installed in Finsbury Circus.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk reporting action taken since its last meeting and noted the action taken in respect of refurbishment works at the Central Criminal Court and the potential acquisition of additional housing stock.

Joint report of the Headmaster of the City of London Freemen’s School and the City Surveyor (TO FOLLOW).

The Committee deferred consideration of a joint report of the City Surveyor and the Headmaster of the City of London Freemen’s School concerning works to the Main House at the School pending the provision of further information.

Report of the Town Clerk (TO FOLLOW).

This report was considered at item 19.</AI35>

<AI36>

There were no questions.

POLICE ACCOMMODATION STRATEGY

To avoid any undue delay to the Police Accommodation Strategy Project, the Committee agreed to the approval of matters relating to the Project, which required a decision during the summer recess, being delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman.

With the exception of the relevant officers only, all officers withdrew from the meeting whilst the following items were considered.

To agree the non-public, confidential, minutes of the meeting held on 8 June 2017.

The confidential minutes of the meeting held on 8 June 2017 were approved.

Report of the Director of Economic Development (TO FOLLOW).

The Committee considered and agreed a report of the Director of Economic Development concerning future engagement with the EU.

The Committee considered and agreed a resolution from an informal meeting of the Resource Allocation Sub-Committee held on 23 June 2017 concerning a staffing matter in the Town Clerk’s Department.