Agenda and minutes

Apologies were received from Rehana Ameer, Wendy Mead, and the Rt Hon The Lord Mayor Alderman William Russell.

There were no declarations.

To consider minutes as follows:-

a)        The public minutes of the Policy and Resources Committee meeting held on 24 September 2020 were approved

Matters Arising

City Airport – it was advised that a meeting had been arranged with representatives of City Airport to explore further an appropriate course of action.

Tomorrow’s City Commission / COVID Recovery Commission – the Chair informed Members that she was working with the Chair of the Planning & Transportation Committee to establish a body or group to look at the competitiveness of the City beyond COVID. Thought would also be given to an appropriate name.

b)    The public minutes of the Resource Allocation Sub-Committee meeting held on 18 September 2020 were received.

c)    The public summary of the Tackling Racism Task Force meeting held on 2 October 2020 were received.

Matters Arising

Charter for Black Talent in Finance – it was asked that a copy of this document be circulated to Members of the Committee.

To receive a resolution in relation to City Residents’ meetings.

The Committee received a resolution from the Community and Children’s Services Committee which asked for a virtual City-wide residents’ meeting to be organised.

The Chair advised that an event had been arranged provisionally for 2 December 2020. The precise details and format were being drawn up and Members’ suggestions were welcomed.

The Chair to be heard.

The Chair was heard in respect of procedures at the Court of Common Council, noting the increasing challenges associated with the Court’s processes in a virtual setting, particularly in relation to voting. She advised that officers were exploring a number of options to introduce electronic voting, with it intended that a trial demonstration be undertaken at the November informal Court meeting to help identify the preferred solution. She took the opportunity to thank Deputy Jamie Ingham Clark and the Chief Commoner for their help in supporting officers in this area.

Beyond electronic voting, she agreed that there were a number of amendments that might be explored in respect of Standing Orders and their application in a virtual setting; however, any consideration would need to be mindful of the wider implications of the Governance Review and changes that might emerge through that.

Report of the Director of Innovation & Growth.

The Committee received a report of the Director of Innovation and Grown in respect of a refreshed Partnerships Strategy for 2020-2023.

Several Members spoke to express their welcome and support for this report, as well as the report at Item 7, which set out key considerations for the Committee and the City Corporation in a clear and helpful fashion.

During debate, the following points were made:-

·           It was observed that the City Police, with its National Lead Force responsibilities, had an established national and international footprint and that there would be scope for joint working in relation to this partnership work. The Director of Innovation & Growth thanked Members for this helpful suggestion and undertook to liaise with City Police colleagues to how this additional element might be incorporated.

·           It was clarified that no additional resource was being sought for this work and that it was to be achieved through existing departmental budget.

·           Following questions as to ongoing review and measurement, it was advised that there would be a regular review process with partners, as well as internal mechanisms for review. Targets and Key Performance Indicators, together with a performance framework, would be established through the business plan. Individual partnership plans would also identify success measures for each area.

·           It was suggested that the Public Relations and Economic Development Sub-Committee would be a useful forum for allowing space for greater review and scrutiny of this important area of work, drawing on Member expertise to assess the principles behind specific areas of activity and review ongoing performance.

·           Members observed that this item, together with Item 7, were the sorts of reports that would sit well with a new Competitiveness Committee or similar, as proposed trough the Lisvane Review.

·           In response to a query around future changes, the Director advised that the intention

Report of the Director of Innovation & Growth.

The Committee considered a report of the Director of Innovation and Growth proposing actions to enable the City of London Corporation to plan, invest and allocate resources for long-term impact and outcomes in relation to international markets.

The following points arose during discussion:-

·           With reference to engagement with markets in the continent of Africa, a Member urged that a more diverse range be considered rather than focusing solely on those established ones with whom strong relationships were already in place. Officers confirmed that flexibility was built into the plans and other markets were constantly being kept under review; judgements would always be made with a view to maximising impact in both the shorter and longer term.

·           It was also urged that the Members’ connections be utilised in respect of market engagement and consideration, particularly the Commonwealth links available through Baroness Scotland.

·           A wider observation was also made around the need to leverage Members’ collective skills much more effectively, utilising greater teamwork and partnership between Members and Officers, consistent with recommendations made by Lord Lisvane, although it was noted that the primary focus must be to reflect the views and needs of the Financial and Professional Services sector.

·           In response to a query as to how the political situation within markets was taken into account, together with any relevant mitigation activities, the Director advised that the City Corporation worked very closely with Her Majesty’s Government and relevant stakeholders to seek advice and clarity on approaches, stressing the importance of being aligned and working in a complementary fashion.

RESOLVED: That:-

1.    The international priorities set out in the report be endorsed.

2.    The integrated plans and operating model to govern day-to-day ways of working set out in the report be endorsed.

3.    This framework for the coming three years be approved as

Report of the City Surveyor.

The Committee considered a report of the City Surveyor which sought to provide additional cloakroom and guest facilities to maximise the number of simultaneous events across the Guildhall complex and provide fit for purpose

modernised Members facilities (lockers, showers, changing rooms, lavatories).

RESOLVED: That the project be closed, noting a final outturn cost of £1,716,298; a £102,532 (6%) cost increase since Gateway 5.

Report of the Chamberlain.

The Committee received a report of the Chamberlain which provided an update on those projects and activities which have received funding from the Policy Initiatives Fund, the Policy and Resources Committee’s Contingency Fund, Committee’s Project Reserve, COVID19 Contingency Fund, and Brexit Contingency Fund.

In response to a question concerning the level of funds allocated to each contingency pot, the Chairman of the Finance Committee advised that the Resource Allocation Sub-Committee would review this as part of its annual process.

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

Report of the Town Clerk.

The Committee received a report of the Town Clerk advising of decisions taken under delegated authority or urgency powers since the last meeting of the Committee.

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

There were two questions:

Electoral Registration

In view of the deferral of Common Council elections until 2022, it was asked what steps were being put in place to improve electoral registration and engagement across both residential and business voters. In particular, updates on digital registration and contact, as well as engagement with CEOs, was sought.

In response, the Town Clerk advised that a report was due to be submitted to the November meeting of the Committee addressing these topics, including promotional activities and associated funding requirements.

Several Members spoke to echo the importance of this issue, noting that there had been a long-standing deficit in this area and that new and innovative approaches would be needed to make a tangible difference, with an intelligent engagement strategy. It was also suggested that clear timelines and KPIs for activity would be beneficial.

In response to a supplementary question relating to steps to increase the diversity of candidates, the Assistant Town Clerk made reference to a number of planned activities as part of this work and confirmed that she was very mindful of this need in taking proposals forward.

With reference to further questions around voter registration, it was advised that there had been a delay in registration forms being circulated due to an issue with a new bespoke software system but that this had now been addressed. She also noted the importance of reminding businesses of the need to nominate voters from across the full spectrum of their workforce.

Free School Meal Vouchers

Following the recent decision by the Co-operative Group to fund free school mal vouchers for its pupils through to Spring 2021, it was asked whether the potential for the City Corporation to act similarly could be explored as a matter of urgency.

The Chair agreed to ask officers to

It was noted that the two late reports of the Chamberlain, Items 18 and 19, were public items and would be considered at this point in the agenda:

18.      Capital Funding - Prioritisation of 2021/22 Annual Capital Bids - Initial Review

The Committee considered a report of the Chamberlain concerning the prioritisation of 2021/22 Annual Capital Bids. It was noted that this report had been considered by the Resource Allocation Sub-Committee earlier that day and was now recommended to the Policy and Resources Committee for approval.

RESOLVED: That:-

1.     It be noted that the total value of bids amounting to £146m of which £27.5m were to be funded from existing local resources and £13.5m which did not meet the capital criteria and would need to be funded from revenue resources.

2.     It be agreed that the remaining £105m of capital bids was currently unsustainable and therefore Chief Officers, in consultation with Service Committee Chairs, be requested to further consider ranking of schemes to identify the most critical bids, with innovation and reputational impact uppermost.

3.     Subject to the outcome of Chief Officer rankings, it be agreed ‘in principle’ that bids with a final RAG rating of amber and red be deferred.

4.     It be noted that the Climate Action Strategy bids would be subject to further review to confirm the priority of proposals.

5.     It be noted that options for revenue funding of the Climate Action revenue bids that do not meet the capital criteria (currently £13.5m) will be brought forward in December.

19.              Capital Funding Update

The Committee considered a paper of the Chamberlain proposing the release of £5.42m for five schemes which had previously received ‘in principle’ approval for progression. It was noted that this report had been considered by the Resource Allocation Sub-Committee earlier that day and

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 of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

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

a)        The non-public minutes of the Policy and Resources Committee meeting held on 24 September 2020 were approved.

b)    The non-public minutes of the Resource Allocation Sub-Committee meeting held on 18 September 2020 were noted.

c)    The non-public minutes of the Hospitality Working Party meeting held on 22 September 2020 were noted.

Joint report of the City Surveyor, Town Clerk, and Director of Markets & Consumer Protection.

The Committee considered and approved a joint report of the City Surveyor, Town Clerk, and the Director of Markets & Consumer Protection in relation to the Markets Co-location Programme, noting a confidential appendix at item 24.

Report of the City Surveyor.

The Committee considered and approved a report of the City Surveyor concerning an agreement with the London Borough of Tower Hamlets, noting a confidential appendix at item 25.

Report of the Town Clerk.

The Committee received a report of the Town Clerk advising of decisions taken under delegated authority or urgency powers since the last meeting of the Committee.

Report of the Chamberlain (TO FOLLOW).

This Item had been considered in public session (see Item 12).

Report of the Chamberlain (TO FOLLOW).

This Item had been considered in public session (see Item 12).

There was one question, relating to transportation options for City workers and an associated policy position.

There were no urgent items.

To agree the confidential minutes of the meeting held on 24 September 2020.

The confidential minutes of the Policy and Resources Committee held on 24 September 2020 were approved.

Report of the Town Clerk (TO FOLLOW).

The Committee considered and approved a report of the Town Clerk.

Confidential appendices to be considered in conjunction with Item 15.

The Committee received an appendix in respect of agenda item 15.

Confidential appendix to be considered in conjunction with Item 16.

The Committee received an appendix in respect of agenda item 16.