Agenda and minutes

Apologies were received from the Chair, Deputy Catherine McGuinness, Deputy Keith Bottomley, Tijs Broeke, Christopher Hayward, The Rt Hon The Lord Mayor Alderman Peter Estlin, Deputy Jamie Ingham Clark, Deputy Dr Giles Shilson, Deputy Philip Woodhouse, and Alderman Sir David Wootton.

Sir Mark Boleat declared an interest in respect of Item 10 as a Trustee of the Franco-British Council and in Item 12 as he had, until the day prior, served as a Trustee on the Centre for London.

Deputy Joyce Nash and Deputy John Tomlinson reiterated previously submitted declarations in respect of Item 5 as residents of the Barbican Estate.

To consider minutes as follows:-

The public minutes of the meeting of the Policy and Resources Committee held on 21 February 2019 were approved, subject to Alderman Ian Luder’s apologies being recorded.

The draft public minutes of the meeting of the Projects Sub-Committee held

on 20 February 2019 were received.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk which set out the various amendments to Terms of Reference requested by Committees. It also set out the Policy and Resource’s Committee’s own Terms of Reference for review.

It was observed that the proposed changes to the Education Board’s Terms of Reference (Appendix A) could potentially lead to some confusion or conflict with the work undertaken by the Economic Development Office in relation to skills, which fell under the remit of the Policy and Resources Committee. Equally, there was a need to ensure clarity in relation to Gresham College and the Gresham (City Side) Committee’s responsibility in that area. Consequently, it was agreed that the Education Board should be asked to refine the wording slightly to resolve these concerns and re-submit the Terms of Reference in April.

With reference to the items associated with the Establishment and Finance Committees at Appendix B, the Deputy Chairman observed that the question of ex-officio memberships had arisen on several occasions in recent months. He suggested that it was, therefore, a matter which required a more considered view, noting that there would be benefit in reviewing the use of ex-officio appointments on committees across the piece to ensure that a consistent and appropriate approach was taken. Members agreed that this would be prudent, with a number also urging that some thought be given in this context to the size of committees.

Members noted that the recommendation from the Hampstead Heath, Highgate Wood & Queen’s Park Committee (Appendix E) had been withdrawn, to allow for consultation with the General Purposes Committee of Aldermen prior to any formal request being made.

The Deputy Chairman advised Members that the Freedom Applications Committee (Appendix F) had, informally, also proposed the addition of two Members, to be elected by the Court,

Report of the Town Clerk.

The Committee considered a report of the Town Clerk in relation to housing governance.

The Deputy Chairman noted the latest position in respect of non-residential Membership and the fact that a new dispensations regime had been implemented within the past fortnight. Consequently, he suggested that it would be prudent to allow an opportunity for the new dispensations regime to bed in and review the position after a reasonable period, to ascertain whether any issues remained.

RESOLVED: That no action be taken at this point in time and that any further consideration in relation to housing governance arrangements be deferred.

Joint report of the Town Clerk and Chamberlain.

The Committee considered a joint report of the Town Clerk and the Chamberlain which proposed a set of design principles for the forthcoming fundamental review process.

It was noted that the Resource Allocation Sub-Committee had considered the paper in detail at its meeting earlier that day, with it agreed that authority should be delegated to the Town Clerk (in consultation with the Chairman and Deputy Chairman) to revise the principles in line with Members’ comments, subject to them being circulated to the full Sub-Committee for comment prior to sign-off. The Policy and Resources Committee subsequently also agreed to this approach. 

A Member spoke to note the substantial increases in the value of assets in respect of both City’s Cash and City Fund over the past twenty years, suggesting that the City Corporation should perhaps be less conservative in its willingness to draw-down from this enlarged asset base. However, it was noted that the additional income from this larger asset base was required to fund the greater cost and range of services now provided.

RESOLVED: That authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to revise and agree the design principles for the fundamental review.

Report of the Town Clerk.

The Committee considered a report which presented the final high-level Business Plans for 2019/20 for the Town Clerk’s Department (Communications, Corporate and Member Services and Economic Development Office) and the Remembrancer’s Office.

RESOLVED: That the final high-level Business Plans for 2019/20 for the Town Clerk’s Department (Communications, Corporate and Member Services and Economic Development Office) and the Remembrancer’s Office be approved.

Report of the Director of the Built Environment.

The Committee considered a report of the Director of the Built Environment which outlined the various major special events planned for 2019.

RESOLVED: Members agreed to:

1.         support the regular core events programme set out in the report; and

2.         support the additional Cultural, Visitor & Transport Strategy events also outlined, subject to the appropriate degree of due diligence regarding safety, licencing approval, traffic orders and impact on local stakeholders.

Report of the Director of the Built Environment.

The Committee considered a joint report of the Town Clerk and the Director of the Built Environment relating to the plans for the Lord Mayor’s Show in 2019.

RESOLVED: That Members instruct officers:-

1.         To work with the Illuminated River Foundation to deliver a bespoke lighting installation associated with the Lord Mayor’s Show;

2.         To work within existing budgets to deliver this installation, as well as fund other increasing costs to the Lord Mayor’s Show, including additional recharges from other authorities;

3.         To use existing budgets to fund the appointment of an event support company to take responsibility from the City Police for traffic & stewarding for the Lord Mayor’s Show, as well as other potential on-street events, functions and parades;

4.         To work with Lord Mayor’s Show Ltd to deliver any additional after-Show events (subject to funding).

Report of the Director of Communications.

The Committee considered a report of the Director of Communications proposing sponsorship of the Franco-British Council’s Young Leaders’ gala dinner.

RESOLVED: That the City Corporation’s sponsorship of the Franco- British Council’s Young Leaders’ Programme gala dinner for 2019-2020 be approved at a cost of £20,000, to be met from the Committee’s 2019/20 Policy Initiatives Fund, categorised under ’Events’ and charged to City’s Cash.

Report of the Director of Communications.

The Committee considered a report of the Director of Communications relating to the City Corporation’s membership of various think-tanks.

RESOLVED: That Members agree to:

1.    Renew eight existing think-tank memberships at a total cost of £89,400:

·         Centre for the Study of Financial Innovation (CSFI)

·         Chatham House

·         Institute for Public Policy Research (IPPR)

·         Local Government Information Unit (LGiU)

·         New Local Government Network (NLGN)

·         Whitehall and Industry Group (WIG)

·         Institute for Fiscal Studies (IFS)

·         Open Europe

2.    Defer a decision regarding the think tank New Financial, as membership was currently attached to the Women in Finance Charter sponsorship, which was approved at the Policy & Resources Committee in January 2019.

3.    Sponsor the Chatham House Europe Programme for £10,000.

4.    Authorise the required funding of £99,400 for these memberships and sponsorship being drawn from the Committee’s 2019/20 Policy Initiatives Fund.

Report of the Director of Economic Development.

The Committee considered a report of the Director of Economic Development concerning the City Corporation’s support for City competitiveness through its Future Skills and Talent activity.

RESOLVED: That the release of £1.23m of Section106 funds, ringfenced for skills work in 2019-22, be approved to in order to maintain EDO’s skills work in support of the Corporate Plan and in line with the adopted planning policy.

Joint report of the Remembrancer and the Director of Economic Development.

The Committee considered a joint report of the Remembrancer and the Director of Economic Development concerning support for the Commonwealth Enterprise and

Investment Council (CWEIC).

It was advised that the recommendations had not been through the full internal consultation processes with the Chamberlain. Whilst it was not anticipated there would be any issue with the level of funds requested, it was nevertheless agreed that these procedures should be completed prior to any final decision being made. Members, therefore, expressed support in principle for the proposals and agreed to delegate authority to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to approve the funding subject to satisfactory review by the Chamberlain.

RESOLVED: That authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to consider a proposal to grant £20,000 per annum for two years from the Policy Initiatives Fund to renew the City Corporation’s status as Strategic Partner of CWEIC and to provide office accommodation for CWEIC in the Guildhall complex.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk which had been submitted on behalf of the Members’ Diversity Working Party. The report recommended the introduction of aspirations in relation to representation on the Court of Common Council, as well as the introduction of a voluntary Members’ Diversity Charter.

It was noted that the report and recommendations had been amended, following discussion at the previous meeting, to reflect Members’ comments.

In addition to the recommendations in the report, whilst no targets in respect of Members to be elected were to be set, it was proposed that the outputs (i.e. the breakdown of Members elected) should be recorded in order to allow the position to be known and measured. The Committee agreed that this would be sensible.

In response to questions concerning the timing of the introduction of the Diversity Charter, it was clarified that Members should be able to sign up to the Charter now it was agreed, rather than having to wait until the next elections.

RESOLVED: That approval be given to:-

1.         The adoption of the aspirations for enhancing the diversity of candidates standing for the 2021 election as set out in the report (i.e. 30% female and 15% BAME).

2.         The adoption of aspirational figures to ensure candidates standing for the 2025 elections better reflect the demographics of City workers/residents;

3.         The measurement of outputs in respect of Member diversity breakdowns following elections; and,

4.         The introduction of a voluntary Diversity Charter for Members to consider signing up to, to publicly show commitment and help drive the debate internally on diversity and inclusion and approve the draft text of the Charter as set out in the report.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk which had been submitted on behalf of the Members’ Diversity Working Party. The report set out proposals relating to unconscious bias training and for the introduction of a gender-neutral title to replace the term ‘Common Councilman’.

Members reflected that the term ‘Common Councillor’ would be preferable to the generic ‘Councillor’, as it better reflected the distinction of the role from that of councillors at local authorities. It also provided for a greater link to the historic background of the City Corporation and the role.

In response to questions concerning the costs of unconscious bias training, it was suggested that this could be met from the dedicated Members’ training budget.

RESOLVED: That:-

1.         Unconscious bias training for Members be included in the Member Development Programme.

2.         The gender-neutral title of Common Councillor  be used in all communications and documents, other than documents intended to have legal effect.

Report of the Chamberlain.

The Committee received a report of the Chamberlain updating on projects and activities that had received Policy Initiatives Funding and funding from the Committee’s contingency or Brexit contingency funds.

The Deputy Chamberlain advised that the funds for the Police Arboretum Memorial Fundraising Dinner, set out on page 167, would be rolled over to the forthcoming financial year.

RESOLVED: That the report be received and its content noted.

There were no questions.

Sir Mark Boleat – Resignation

Sir Mark Boleat took the opportunity to inform the Committee that he would be resigning from the Court of Common Council later that day. He thanked Members and Officers for their support over the years.

The Deputy Chairman, on behalf of the Committee, expressed his gratitude to Sir Mark for his many and significant contributions during his tenure. He noted that a fuller and formal vote of thanks for all of Sir Marks’ achievements would be moved at the next meeting of the Court of Common Council.

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 100A(4) 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 Schedule 12A of the Local Government Act.

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

The non-public minutes of the meeting of the Policy and Resources Committee held on 21 February 2019 were approved.

The draft non-public minutes of the meeting of the Projects Sub-Committee held on 20 February 2019 were received.

Report of the Chief Grants Officer & Director of The City Bridge Trust.

The Committee considered and approved a report of the Chief Grants Officer & Director of The City Bridge Trust setting out a business case for a Philanthropy House concept.

Report of the Director of Economic Development.

This item was withdrawn.

Report of the City Surveyor.

The Committee received a joint report of the City Surveyor and the Director of Major Projects providing an update on the Markets Consolidation Programme.

Report of the Town Clerk.

The Committee received a report of the Town Clerk advising of one action taken under urgency procedures since the last meeting of the Committee, concerning a series of enabling projects associated with the relocation of the Museum of London.

There were no questions.

There were no urgent items.