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Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall

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

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Stephen Haines, Hugh Morris, Graham Packham, William Russell, Giles Shilson and Sir Michael Snyder.

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

2.

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

Minutes:

There were no declarations.

 ...  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 15 March 2018 pdf icon PDF 177 KB

Minutes:

The minutes of the meeting held on 15 March 2018 were approved subject to the Port Health and Environmental Services Committee being added to the list of committees with amended terms of reference as set out in resolution no. 4 of item no.4 - Committee Terms of Reference and Composition.

 

Matters Arising - Committee Terms of Reference and Composition (Item 4)

 

It was noted that approval had subsequently been given under the urgency procedures to a further alteration to the terms of reference of Audit and Risk Management Committee to enable it to undertake periodic reviews of risk management, financial control and the safeguarding procedures of the City Corporation’s family of schools.

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

3b

To note the draft public minutes of the Projects Sub-Committee meeting held on 14 March 2018. pdf icon PDF 199 KB

Minutes:

The draft public minutes of the Projects Sub-Committee meeting held on 14 March 2018 were noted.

 

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

3c

To note the draft public minutes of the Resource Allocation Sub-Committee meeting held on 15 March 2018. pdf icon PDF 154 KB

Minutes:

The draft public minutes of the Resource Allocation Sub-Committee meeting held on 15 March 2018 were noted.

 

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

4.

Magistrates Courts pdf icon PDF 108 KB

Resolution from the Magistracy and Livery Sub-Committee meeting held on 1 March 2018.

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

Minutes:

The Committee considered and noted a resolution of the Magistracy and Livery Sub-Committee concerning the provision of magistrates courts.

 

A Member suggested that the resolution be drawn to the attention of the Capital Buildings Committee.

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

5.

City of London Corporation Regional Strategy pdf icon PDF 262 KB

Report of the Director Economic Development.

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

Minutes:

The Committee considered a report of the Director of Economic Development concerning the progress of the City Corporation’s Strategy for working with regional centres.

 

A number of Members applauded the progress of the Strategy and spoke in favour of extending its remit. The Director of Economic Development advised that the work had also been highly welcomed by the regional centres. Early indications were that London was perceived as the gateway to international investment.

 

A Member pointed out that as the project became more successful, more centres would want to join it. He questioned how this would be prioritised and managed in future. The Director advised that he envisaged it being a gradual process and that he would welcome Member support in keeping focus on the most important centres, where the City Corporation would have the strongest impact. The Chairman emphasised that the City Corporation would be working with key partners such as TCUK, CBI, Bank of England etc.

 

RESOLVED – That the following be approved:-

 

1.         the continued development engagement with the three pilot regions (Belfast / Northern Ireland (NI), Edinburgh / Scotland and Manchester);

 

2.         the City Corporation becoming a partner member of Scottish Financial Enterprise (SFE) for a trial period of one-year at a cost of £11,200 in 2018/19 to further strengthen the Edinburgh and Scotland engagement;

 

3.         the partnership programme being expanded by adding three more selected UK city regions, Cardiff, Birmingham and Leeds;

 

4.         the creation of a one-year fixed term contract account manager post at the cost of £52,200 to cover the substantial increase in additional workload, noting that a progress report would be submitted in due course; and

 

5.         the membership cost (£11,200) of the SFE and the cost of the additional fixed term post required to cover the work of extending partnership

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

6.

Asia Next Decade Campaign - Update pdf icon PDF 159 KB

Report of the Director of Economic Development.

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

Minutes:

The Committee considered a progress report of the Director of Economic Development concerning the Asia Next Decade Campaign.

 

RESOLVED – That the report be noted.

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

7.

Export and Investment Visits pdf icon PDF 164 KB

Report of the Director of Economic Development.

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

Minutes:

The Committee considered a report of the Director of Economic Development concerning two overseas visits to be made in support of the City Corporation’s international export and investment programme.

 

It was noted that Alderman Alison Gowman would form part of a delegation attending a UK – Brazil Green Finance Summit in April and Alderman Peter Estlin, part of a UK cyber security business delegation attending the Gulf Information Security Expo and Conference in the United Arab Emirates.

 

RESOLVED – That the report be noted.

 

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

8.

EDO Annual Activity Update 2017/18 pdf icon PDF 319 KB

Report of the Director of Economic Development.

 

NB: Appendix 2 to this report (Supporting Financial and Professional Services 2017-18) has been circulated as an electronic document only. Hard copies are available on request and will also be available at the meeting.

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

Additional documents:

Minutes:

The Committee considered an annual report of the Director of Economic Development updating it on the activities of the Economic Development Office (EDO) between April 2017 and March 2018.

 

Members welcomed the report and questioned whether there could be more feedback on the impact of the trade visits over the longer term. The Chairman echoed these sentiments and drew attention to the extensive range of work undertaken by EDO. She stated that whilst Members feedback and suggestions were welcomed, given the high volume of activities of that office, she would encourage Members to put suggestions through the committee process rather than approaching officers direct.

 

RESOLVED – That the report be noted.

 

 

 

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

9.

Pan-London Resilience Arrangements pdf icon PDF 127 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk concerning the pan-London resilience arrangements and the management of the contributions made by London boroughs to a central fund.

 

RESOLVED – That approval be given to the City Corporation assuming responsibility, on behalf of the 32 London Boroughs, for collecting and distributing the individual £30k funding contributions towards the pan-London resilience arrangements, on behalf of the Local Authorities’ Panel.

 

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

10.

Nominations to London Councils pdf icon PDF 152 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk concerning the principle for nominating the City Corporation’s representatives to serve on London Councils Committees and Forums and to act as lead Member for particular service areas.

 

It was noted that London Councils was also seeking a nomination to its Greater London Employment Forum and that based on the current principle for nominations this would be the Chairman of the Establishment Committee with the Deputy Chairman serving as the named deputy.

 

RESOLVED – that the overriding principle of nominating the Chairman for the time being of the most relevant Committee to serve on London Councils committees and forums and to act as lead Member for particular areas of work be endorsed as follows:-

 

Leaders’ Committee - Chairman of the Policy & Resources Committee with a Deputy Chairman as named deputy;

 

Associated Joint Committee (London Councils Transport and Environment Committee) – Chairman of the Planning and Transportation Committee, with the Chairman of Port Health and Environment Committee and the Deputy Chairmen of both these committees serving as the named deputies.

 

Associated Joint Committee (London Councils Grants Committee) - Chairman of the City Bridge Trust Committee, with the Deputy Chairman as named deputy.

 

Pensions CIV (Common Investment Vehicle) Sectoral Joint Committee Sir Mark Boleat (Deputy Chairman of the Policy and Resources Committee) until the Joint Committee’s cessation later this year, with the Chairman of the Financial Investment Board as the named deputy.

 

Greater London Employment Forum - Chairman of the Establishment Committee with the Deputy Chairman as the named Deputy.

 

Lead Member for Children and Young People - Chairman of the Community & Children’s Services Committee.

 

Lead Member for Business, Brexit, Employment and Skills – Chairman of the Policy and Resources Committee

 

Lead Member for Crime and Public Protection - Chairman of the

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

11.

New Website - Design, Build and Support pdf icon PDF 187 KB

Report of the Town Clerk.

 

NB: This report has been considered and approved by the Projects Sub-Committee.

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

Additional documents:

Minutes:

This item was withdrawn. A Member commented that any future report should be clear on the ownership of the project.

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

12.

National #iwill Campaign pdf icon PDF 101 KB

Report of the Head of Corporate Strategy and Performance.

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

Additional documents:

Minutes:

The Committee considered a report of the Head of Corporate Strategy & Performance concerning the national #iwill campaign, which promotes social action amongst young people (10-20 year-olds).

 

The Head of Corporate Strategy & Performance was heard in support of the report and advised that, subject to approval, the aim would be to launch the City Corporation’s pledge during National Volunteering Week on ‘Share Your Pledge Day’ in June 2018.  

 

RESOLVED – That approval be given to the City Corporation pledging its support to the national #iwill campaign as set out in the appendix to the report.

 

 

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

13.

Chatham House Event - Financial Services 10 Years On pdf icon PDF 117 KB

Report of the Director of Communications.

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

Minutes:

The Committee considered a report of the Director of Communication proposing that the City Corporation jointly organises an event with Chatham House to mark 10 years after the financial crisis and the implications for the future.

 

A Member commented that the financial crisis was still a sensitive issue and that it was therefore important to be clear on what the event was trying to achieve. The Head of Corporate Affairs acknowledged the sensitive nature of the issue. She advised that the aim would be to make attendance a positive experience and to provide an analysis of what has happened in the last decade and what might happen in the next. The Chairman added that the event would sit well with Business of Trust initiative.

 

RESOLVED – approval be given to the City Corporation jointly organising an event with Chatham House, in Guildhall, marking 10 years after the onset of the Financial Crisis and to the provision of £17,000 in support of the event, funded from the 2018/19 Policy Initiatives Fund, categorised under “Events” and charged to City’s Cash.

 

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

14.

Data Protection Policy pdf icon PDF 67 KB

Report of the Comptroller and City Solicitor.

 

NB: This report was considered and approved by the Audit and Risk Management Committee subject to the Policy becoming effective within seven days of this Committee’s decision. The Data Protection Policy will also be considered by the Establishment Committee and the IT Sub-Committee.

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

Additional documents:

Minutes:

The Committee considered a report of the Comptroller and City Solicitor concerning the adoption of a revised Data Protection Policy in preparation for the General Data Protection Regulations coming into force on 25 May 2018.

 

It was noted that the Audit and Risk Management Committee had requested that, if approved, the Policy should become effective within seven days of this Committee’s approval.

 

RESOLVED - That a revised Data Protection Policy be adopted as set out in the appendix to the report and that it become effective within seven days of this approval.

.

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

15.

Policy Initiatives Fund and Committee Contingency pdf icon PDF 71 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee’s considered a statement of the Chamberlain on the use of the Policy Initiatives Fund and the Committee Contingency for 2018/19.

 

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:

Circulation of Committee Minutes

 

The Deputy Chairman referred to the policy for the circulation of committee minutes i.e. within a period of seven working days after the meeting and questioned whether it was being adhered to consistently. He suggested that the policy be firmed up to ensure that the seven-day rule was met and therefore comments from officers and chairmen on the content of the minutes needed to be received within a day of receiving the draft to enable this requirement to be met. A Member stated that whilst he supported the rule, an element of pragmatism should be applied to accommodate busy schedules noting that a Chairman might need more than a day to comment.

 

RESOLVED – that the policy for the circulation of committee minutes i.e. within seven working days after a committee/sub-committee meeting be reconfirmed and that Chairmen and Officers be reminded of the requirement and that comments on draft minutes needed to be received in a timely manner.

 

 

Employability and Education Strategies

 

The Deputy Chairman referred to the City Corporation’s employability and education strategies and to the recent presentation he attended on the matter. He understood that 100 hours of work-related learning had been undertaken. He felt that this could be improved and suggested that consideration be given to the creation of a centrally co-ordinated programme, targeted at students in the City’s academies and a select number of academies in outer London boroughs, which included work experience, paid internships and mentoring.

 

The Director of Human Resources (HR) advised that the City Corporation already had an overarching programme for attracting talent which included work-related engagement young people. She pointed out that approximately 3000 hours of work experience had taken place in the last year and that a further 300 hours was planned for June. The City Corporation’s

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

17.

ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT

Minutes:

There were no urgent items.

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

 

Item Nos.                                                            Paragraph(s) in Schedule 12A

 

19 - 21                                                                                    3 and 5

 

 

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 15 March 2018.

Minutes:

The non-public minutes of the meeting held on 15 March 2018 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 14 March 2018

Minutes:

The draft non-public minutes of the Projects Sub-Committee meeting held on 14 March 2018 were noted.

 

 

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

19c

To note the draft non-public minutes of the Resource Allocation Sub-Committee meeting held on 15 March 2018.

Minutes:

The draft non-public minutes of the Resource Allocation Sub-Committee meeting held on 15 March 2018 were considered.

 

In answer to a question on whether officers had manged to ascertain whether the on-street parking reserve could be used to fund the Barbican Podium works, the Principal Committee and Members Services Manager undertook to investigate and to advise the Member direct. It was also suggested that it might be helpful for draft minutes to contain a watermark identifying the minutes as such in future.

 

RESOLVED – That the draft minutes be noted.

 

 

 

 

 

 

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

19d

To note the draft non-public minutes of the Hospitality Working Party meeting held on 13 March 2018.

Minutes:

The draft non-public minutes of the Hospitality Working Party meeting held on 15 March 2018 were noted.

 

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

20.

Use of Personal Email, Risk and GDPR Compliance.

Joint report of the Comptroller and City Solicitor and Data Protection Officer, Director of Information Technology and the Director of Information and Chief of Security, together with a resolution of the Audit and Risk Management Committee held on 6 March 2018.

 

NB: The report has also been approved by the IT Sub-Committee and is due to be considered by the Establishment Committee.

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

Minutes:

The Committee considered and agreed a joint report of the Comptroller and City Solicitor and Data Protection Officer, the Director of IT and the Director of Information and Security, concerning the use of personal emails and compliance with the General Data Protection Regulation.

 

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

21.

Guildhall Charging Review

Joint report of the Chamberlain and the Remembrancer.

 

NB: This report has been considered by the Hospitality Working Party and is recommended for approval.

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

Minutes:

The Committee considered and agreed a report of the Remembrancer concerning the annual review of charges for the use of Guildhall. The Committee also supported a review of the charging policy for concessions.

 

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

22.

QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

Electoral Registration

 

A Member referred to the voter registration system and one or two errors which had occurred on her ward list. She questioned whether the current registration system should be reviewed to ensure that it was robust.

 

Provision of Magistrates Courts

 

The Chairman referred to the earlier discussion on the provision of magistrates’ courts and reiterated her comment that the concern raised by the two sub-committees regarding the provision of an increased number of courts would be conveyed to the HMCTS. The decision was, however, a matter for that body.

 

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

23.

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 urgent items.

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

 


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