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:

Apologies for absence were received from Revd. Stephen Haines, Christopher Hayward, Andrew McMurtrie, Hugh Morris and John Tomlinson.

 

 ...  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 item 14, the proposed visit to Tel Aviv and Wendy Hyde declared an interest as a trustee of a charity which was a tenant in a property located on the London Wall Buildings site (item no 19).

 

 ...  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 21 September 2017. pdf icon PDF 289 KB

Minutes:

3a.    The non-public minutes of the meeting held on 21 September 2017 were approved.

 

Matters Arising – Baroness Scotland

 

The Chairman referred to the query regarding Baroness Scotland’s membership of the Policy and Resources Committee. She stated whilst the Baroness had taken a leave of absence from the House of Lords, she retains her seat in the House and was therefore still an ex-officio member on the Committee.

 

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

3b

To note the draft public minutes of the Projects Sub-Committee meeting held on 7 September 2017. pdf icon PDF 262 KB

Minutes:

The draft public minutes of the Projects Sub-Committee meeting held on 7 September 2017 were noted.

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

3c

To note the draft public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 21 September 2017 pdf icon PDF 196 KB

Minutes:

The draft public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 21 September 2017 were noted.

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

3d

To note the draft public minutes of the Members Privileges Sub-Committee meeting held on 21 September 2017 and consider the recommendations contained therein. pdf icon PDF 195 KB

NB: Approval is required to items 4, 5 and 7.

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

Minutes:

The draft public minutes of the Members Privileges Sub-Committee meeting held on 21 September 2017 were considered:-

 

RESOLVED – That:-

 

1.      departing Members of the Court of Common Council be recognised for their service by way of a written resolution on the Court Summons as referred to above;

 

2.      the current quality and manner in which resolutions were presented to recipients  be enhanced and the Town Clerk be asked to look at how this could be achieved;

 

3.      the Members Briefing be made available to past Members but that it not be made available on the website; 

 

4.    the inscribed resolution to Committee Chairmen be presented to Chairmen at the Committee Dinner held in honour of the outgoing Chairman and that the resolution be suitably framed; and

 

5.    the Culture, Heritage and Libraries Committee be requested to reconsider the quality of the material used to produce the sleeve for the pocket book.

 

 

 

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

4.

Remuneration and Timing of Meetings pdf icon PDF 155 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk concerning the potentialRemuneration of Members and possible changes to the timing of committee and other meetings.

 

Members proceeded to discuss the consultation process on the potential Remuneration of Members and possible changes to the timing of committee meetings in detail, during which the following comments were made:-

 

·          the content of some of the questions contained in the questionnaires would benefit from further clarification and a number of suggestions were made to achieve this;

 

·          consultation on the timing of meetings should include options for the status quo and evening meetings. Members should also be made aware that a Committee could opt to change the time of its meetings;

 

·          the merits of seeking assistance and advice from an independent party on the issue of remuneration;

 

·          the Financial Loss Scheme was used rarely which could be an indication that Members were not aware of the Scheme; it was also felt that it was not fit for purpose and that consideration should be given to it having a different description and that it should be given more prominence;

 

·          the impact of the introduction of remuneration and reputational risks associated with it, including the tax implications and its introduction possibly resulting in the reduction in the number of Members should be made clear to Members before any questionnaire was circulated. It was also noted that the reduction in the number of Members would require primary legislation;

 

·          the package of privileges currently offered to Members should be included in any discussion going forward; and

 

·          the wider implications and a decision on the general direction of travel on the issue of remuneration should be established before consulting with Members more widely, as this would assist in avoiding further questions.

 

After further discussion it was suggested

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

5.

Marché International des Professionnels d'Immobilier 2018 (MIPIM property conference) pdf icon PDF 105 KB

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

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

Minutes:

The Committee considered a joint report of the City Surveyor and the Director of the built Environment concerning the 2018 MIPIM property conference.

 

A Member referred to other authorities such as the City of Westminster reducing the number of attendees at MIPIM to one or two representatives and questioned whether the proposal for the City Corporation’s party of ten people was excessive. Another Member queried the format of engagement. He advised that, in his view, Dinners tended to work better than Receptions. The Chairman suggested that the City Surveyor and the Director of Built Environment be requested to take these factors into account when finalising the arrangements. The Committee supported this.

 

RESOLVED – That the content of the report be noted and that subject to the above-mentioned comments, the activities and team to attend MIPIM in 2018 be approved at a cost not exceeding £98,000.

 

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

6.

Designation of Funds for Bridging Divides, City Bridge Trust Grants Programme 2018-2023 pdf icon PDF 276 KB

Joint report of the Chief Grants Officer and the Chamberlain.

 

NB: This report has been approved by the City Bridge Trust. It will also have been considered by the Resource Allocation Sub-Committee earlier this day.

 

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

Minutes:

The Committee considered a joint report of the Chief Grants Officer and the Chamberlin concerning the Trust’s new five year funding strategy Bridging Divides and the governance arrangements for the 2018-2023 grants programme.

 

The Chairman advised that the Grants Programme had been considered by the Resource Allocation Sub-Committee earlier this day and that it had recommended the establishment of the new programme but not the amount of funds to be held within the designated fund. Members supported the Sub-Committee’s recommendation.

 

RESOLVED – That it be recommended to the Court of Common Council that a designated fund be established for Bridge House Estates (1035628) out of the charity’s unrestricted funds and from the income surplus in order to maintain and support the bridges for the new five-year ‘Bridging Divides’ grants programme 2018-2023.

 

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

7.

Social Mobility Employer Index Update pdf icon PDF 99 KB

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

 

NB: This report is scheduled to be considered by the Establishment Committee.

 

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

Minutes:

The Committee considered a joint report of the Town Clerk, Director of Economic Development and the Director of Human Resources concerning the Social Mobility Employer Index.

 

Reference was made to the statement that the City Corporation had ranked 50th out of 98 participants and to it being misleading as generally it was the better performing organisations that participated. It was felt that it would have been more helpful to know where the City Corporation was positioned in relation to the top ranking employers.

 

RESOLVED – That the content of the report be noted and the proposed next steps to improve social mobility (i.e. the ability for talent from all backgrounds to gain access to and progress in employment) within the City Corporation be supported.

 

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

8.

Review of the Remembrancer's Business Plan 2017/20 pdf icon PDF 323 KB

Report of the Remembrancer.

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

Minutes:

The Committee considered a report of the Remembrancer updating it on the activities of the Remembrancer’s Office Business Plan for 2017/10.

 

Reference was made to the funding of the Remembrancer’s Department and to it being heavily reliant on income from lettings. Members were advised that the Hospitality Working Party had questioned whether this approach was fair and had asked the Chamberlain to look into the matter.

 

RESOLVED – that the report be noted.

 

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

9.

Economic Development Office Quarterly Activity Update pdf icon PDF 156 KB

Report of the Director of Economic Development.

 

NB: Appendices 1 – 4 of this report will be circulated as a separately bound electronic document only. It will be available in hard copy on request.

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

Additional documents:

Minutes:

The Committee considered the quarterly report of the Director of Economic Development updating it on the activities of the Economic Development Office between June and September 2017.

 

In response to a query the Director of Economic Development confirmed that, where relevant, the City Corporation’s research documents and brochures were communicated in other languages.

 

A Member suggested that in future it would be helpful to also include an appendix in the quarterly report which also provided details of prospective visits.

 

RESOLVED – that the report be noted.

 

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

10.

Annual Waivers Report 2016/17 pdf icon PDF 158 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a report of the Chamberlain concerning the process for approving waivers as part of the procurement process.

 

A Member expressed concern about the high number of waivers. He advised that it was important for officers to follow the proper processes and for waivers to be used sparingly. The Chairman of the Finance Committee reminded Members that no officer should be able to spend money on goods and services without appropriate approval and questioned whether disciplinary action should be considered where retrospective approval had had to be taken as a result of not adhering to procedures.

 

RESOLVED – that the following be noted:-

 

1.        the positive reduction in the number of waivers processed during the last financial year from 830 down to 388;

2.        the value of waivers processed for 2016/17 was £10m;

3.        the risks associated with approving waivers, in particular retrospective waivers which it was intended should cease during 2017-18; and

4.        the need to consider waiver requests presented to Spending Committees in light of the risks highlighted and to ensure that prior to approval, the waiver was the only viable route to procure a contract.

 

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

11.

Policy Initiatives Fund and Committee Contingency pdf icon PDF 69 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

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

 

RESOLVED – That the statement be noted.  

 

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

12.

DECISIONS TAKEN UNDER DELEGATED AUTHORITY OR URGENCY POWERS pdf icon PDF 132 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk reporting action taken since its last meeting.

 

RESOLVED – That it be noted that approval was given to the terms of the reference of the Outside Bodies Sub-Committee being amended as follows:-

 

To be responsible for overseeing the City Corporation’s Outside Bodies Scheme, to include:-

 

·          developing the Corporation’s policy towards outside body appointments and nominations;

·          keeping under review the effectiveness and appropriateness of the organisation’s participation with individual bodies and maintain oversight where the Corporation holds links to outside bodies but no nomination rights;

·          giving initial consideration to new requests from outside bodies for nominations;

·          advising the Court or relevant Committee as necessary on the needs and requirements of the outside body in respect of any vacancy or funding proposal; and

·          periodically reviewing the City Corporation’s Outside Bodies protocol.

 

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

13.

QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

Diversity Questionnaire

 

In response to a question on the progress of arrangements in relation to the collation of information on the makeup of the Court to assist discussions on diversity, the Assistant Town Clerk advised that a questionnaire had been circulated to all Members. He advised that as the questionnaire was anonymous and as a consequence it had been circulated in hard copy. Several Members confirmed that they had recently received a copy.

 

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

14.

ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT pdf icon PDF 87 KB

Additional documents:

Minutes:

The following items of urgent business were considered:-

 

The Deputy Chairman was in the chair whilst this item was considered.

 

Chairman’s Visit to Tel Aviv

The Committee considered a report of the Director of Economic Development concerning a visit by the Chairman to the global centre of cyber security in Tel Aviv, Israel in order to better understand the environment of cybercrime and promote innovation in the cyber security sector.

 

RESOLVED – That the Chairman’s visit to Tel Aviv from 29-31 October 2017 be approved.

 

Proposed Extension of the City of London Schools Internationally

 

The Principal Committee and Members Services Manager advised that on reflection it was felt that the report on the proposed extension of the two City Schools internationally (item no. 17) should be considered as a public report and sought approval to the paper being bought forward into the public part of the meeting.

 

Several Members questioned whether the report was commercially sensitive. It was noted that whilst the report was not commercially sensitive the discussion resulting from its consideration could be considered as such. Members were reminded that whilst the Schools business formed part of the City Corporation’s non-local authority functions, it had been agreed by the Court that in the interests of transparency, the same principles of the Local Government Act should apply to the City Corporation’s non-local authority activities.

 

RESOLVED – That the report be noted and that the implications of expanding the Schools internationally be explored further.

 

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

15.

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 15.

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

 

Item Nos.                                                           Paragraph(s) in Schedule 12A

 

16 - 26                                                                                     1 and 3

 

 

Part 2 – Non-Public Agenda

 

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

16.

Non-Public Minutes

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

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

Minutes:

16a

To agree the non-public minutes of the meeting held on 21 September 2017

Minutes:

16a.     The public minutes of the meeting held on 21 September 2017 were approved.

 

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

16b

To note the draft non-public minutes of the Projects Sub-Committee meeting held on 7 September 2017

Minutes:

16b.     The draft public minutes of the Projects Sub-Committee meeting held on 7 September 2017 were noted.

 

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

16c

To note draft the non-public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 21 September 2017

Minutes:

16c.     The draft public minutes of the Public Relations and Economic Sub-Committee meeting held on 21 September 2017 were noted.

 

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

16d

To note the draft non-public minutes of the Members Privileges Sub-Committee meeting held on 21 September 2017

Minutes:

16d.     The draft non-public minutes of the Members Privileges Sub-Committee meeting held on 21 September 2017 were noted.

 

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

17.

Proposed Extension of the 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: The report has been considered and approved by the Board of Governors of the both Schools. It was also considered by the Education Board.

 

Please also note that Appendix 2 of the report will be circulated as a separately bound electronic document only. It is available in hard copy on request.

 

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

Minutes:

This report was considered in the public session at item no. 14.

 

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

18.

Police Accommodation Strategy: General Update Report

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

 

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

 

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

Minutes:

The Committee considered and approved a joint report of the City Surveyor, the Chamberlain and the Commissioner of the City of London Police concerning the progress of the Police Accommodation Strategy.

 

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

19.

1/5 London Wall Buildings EC2 - Strategy Report

Report of the City Surveyor.

 

NB: This report will have been considered by the Resource Allocation Sub-Committee earlier this day. It is also scheduled to be considered by the Property Investment Board and the Finance Committee.

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

Minutes:

The Committee considered and approved a report of the City Surveyor concerning the strategy for dealing with the asset management of 1- 5 London Wall Buildings.

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

20.

Security Programme

Report of the Director of the Built Environment.

 

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

 

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

Minutes:

The Committee considered and approved a report of the Director of the Built Environment concerning the programme of security measures and the creation of a dedicated team to oversee its delivery.

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

21.

Project Funding Update

Report of the Chamberlain.

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

Minutes:

The Committee considered a report of the Chamberlain concerning the provision of funding to enable eight projects to proceed as follows:-

 

·             Conversion of Disused Office in the Barbican

·             Conversion of The Turret in the Barbican 

·             4/14 Tabernacle Street

·             CRM System

·             Bunhill Fields

·             Lord Mayor’s State Coach

·             Pipe Subways at Snow Hill and Holborn Viaduct

·             HR Integrated Time Management and E-expenses system                  

 

It was noted that the Resource Allocation Sub-Committee had delegated the approval of the additional funding for the Bank Junction Experimental Scheme to the Town Clerk in consultation with the Chairmen and Deputy Chairmen of the Sub-Committee and the Projects Sub-Committee pending the provision of further information.

 

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

22.

DECISIONS TAKEN UNDER DELEGATED AUTHORITY OR URGENCY POWERS

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk reporting action taken since its last meeting. It was noted that approval was given the appointment of the building services engineers, civil and structural engineers and architects in connection with the Centre for Music.

 

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

23.

QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

There were no questions.

 

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

24.

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

Minutes:

There were no items of urgent business for consideration.  

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

Part 3 - Non-Public Confidential Minutes

25.

Confidential Minutes

Minutes:

It was agreed that the confidential minutes of the meeting held on 21 September 2017 should be amended to better reflect discussion and be resubmitted to the next meeting of the Committee for approval.

 

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

26.

Nominated Deputy Town Clerk and Chief Executive

Minutes:

The Committee considered and agreed a report of the Town Clerk concerning the arrangements for a nominated Deputy Town Clerk and Chief Executive.

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