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Venue: Committee Room - 2nd Floor West Wing, Guildhall

Contact: Chris Braithwaite
tel. no.: 020 7332 1427  Email: christopher.braithwaite@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Chris Boden, Sophie Fernandes, Chris Hayward, Clare James, Paul Martinelli, Deputy Catherine McGuinness, Deputy Robert Merrett, Sheriff & Alderman William Russell, Deputy Dr Giles Shilson, Sir Michael Snyder, Deputy James Thomson and Deputy 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:

Jeremy Mayhew and Brian Harris declared interests in respect of item 35 due to being on the Council of the London Chamber of Commerce and Industry.

 

Tom Hoffman declared an interest in respect of item 35 due to being a Governor of the Museum of London.

 ...  view the full minutes text for item 2.

3.

Minutes of the previous meeting pdf icon PDF 238 KB

To agree the non-public minutes of the meeting held on 31 January 2017.

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

Minutes:

RESOLVED – That the public minutes and summary of the meeting held on 31 January 2017 be approved as an accurate record.

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

4.

Outstanding actions from previous meetings pdf icon PDF 145 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk which set out outstanding actions from previous meetings of the Committee.

 

RESOLVED – That the Committee notes the report.

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

5.

Report of the work of the Sub-Committees pdf icon PDF 67 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk which advised Members of the key discussions which had taken place during recent meetings of the Committee’s Sub-Committees.

 

The Chairman explained that the Efficiency and Performance Sub-Committee met on 17 February 2017, when the implementation of the Efficiency and Sustainability plan had been considered; Members had discussed the importance of ensuring ongoing value for money and continuous improvement, but had also showed that this should not preclude bigger transformative projects.

 

The Chairman updated the Committee on the discussion which had taken place on Departmental Business Planning and the development of the Corporate Plan. At the Sub-Committee meeting, Members had agreed that the new Corporate Plan should be developed in consultation with Members, that future Departmental Business Plans would need to demonstrate how they contributed to the Corporate objectives, not just the Departmental objectives.

 

RESOLVED – That the Committee notes the report.

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

6.

Draft public minutes of the Information Technology Sub-Committee held on 20 January 2017 pdf icon PDF 192 KB

To note the draft minutes of the meeting held on 20 January 2017.

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

Minutes:

RESOLVED – That the draft public minutes and non-public summary of the Information Technology Sub-Committee meeting held on 20 January 2017 be noted.

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

7.

Draft minutes of the joint meeting of the Resource Allocation Sub-Committee, Efficiency and Performance Sub-Committee and Service Committee Chairmen, held on 19 January 2017 pdf icon PDF 179 KB

To note the draft minutes of the meeting held on 19 January 2017.

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

Minutes:

RESOLVED – That the draft public minutes and non-public summary of the joint meeting of the Resource Allocation Sub-Committee, Efficiency and Performance Sub-Committee and Service Committee Chairmen held on 19 January 2017 be noted.

 

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

8.

Draft notes of the Business Ratepayers Consultation Event pdf icon PDF 175 KB

To note the draft minutes of the consultation event held on 10 February 2017.

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

Minutes:

The Chairman explained that business rates were becoming a prominent issue for City businesses. The Chairman commented that the City Corporation should support City businesses in seeking low taxation rates and, in relation to business rates, a more prolonged transition phase.

 

RESOLVED – That the notes of the Business Ratepayers Consultation Event held on 10 February 2017 be received.

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

9.

Revenue and Capital Budgets 2016/17 and 2017/18 pdf icon PDF 406 KB

Report of the Chamberlain.

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

Minutes:

The Committee considered a report of the Chamberlain which provided the 2016/17 and 2017/18 budgets for each of the City of London Corporation’s three main funds. It was noted that these would be submitted to the Court of Common Council, subject to any amendments arising from the decisions made by the Committee at agenda item 10.

 

The Chamberlain advised that there were still challenges to the Police budget in future years. Some Members noted that increased efficiencies should be an area of focus for the Police. A Member commented that a number of cuts had been made within the Police and efficiency savings could only been carried out to a certain level before affecting front-line services. The Chairman explained that consultants were being commissioned in order to see how further efficiency savings could be achieved.

 

In response to a Member’s question on whether inflation would affect the accounts, the Chamberlain confirmed that an allowance of 1% had been made in the budget, to reduce the effects of inflation, and this would be kept under review.

 

RESOLVED - That:-

·         the latest revenue budgets for 2016/17 be noted;

·         the 2017/18 revenue budgets be agreed;

·         the capital budgets be agreed;

·         authority be delegated to the Chamberlain to determine the financing of the capital budgets; and

·         the report be submitted to the Court of Common Council for its approval.

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

10.

City Fund 2017/18 Budget Report and Medium Term Financial Strategy pdf icon PDF 360 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a report of the Chamberlain which presented the Committee with the overall financial position of the City Fund. The report set out the overall financial framework and Medium Term Financial Plan and the City Fund Budget requirement. The report requested that Members recommend to the Court of Common Council that both the Council Tax level and Business Rates Premium for 2017/18 remain unchanged.

 

RESOLVED – That the Committee recommends that the Court of Common Council:

·         Approves the overall financial framework and the revised Medium Term Financial Strategy (paragraph 2)

·         Approves the City Fund Net Budget Requirement of £119.3m (paragraph 14)

·         Approves the following changes from the previous forecast (paragraphs 3 and 11):

o    Allowances for pay and prices are factored in at 1% for 2017/18 and zero thereafter (paragraph 11c);

o    2% cashable efficiency savings for City Fund from 20181/9 are included in line with the published Efficiency Plan (paragraph 12d);

o    A 3.5% increase, for both City Fund and non-uniformed staff in the Police in, employers’ pension contribution to tackle the pension fund deficit (paragraph 3a);

o    Additional provision of £2.9m pa from 2017/18 for IT (split £1.8m City Fund and £1.1m for Police) (paragraph 3c); and

o    A provision of £400k p.a. from 2017/18 onwards for Rough Sleepers and £400k p.a. for Adult Social Care, subject to a further report to Policy and Resources Committee (paragraphs 3g and 3h).

·         Approves the following investment opportunities being included, subject to further reports:

o    Additional provision of £2m in 2017/18 and £4m pa thereafter to fund the  investment in tackling the 'bow wave' for City Fund properties and, in particular, focused on some substantial refurbishment works at specific properties eg Old Bailey (paragraph 3f)

o    Provision for spending on the Cultural Hub, including £5m from City Fund

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

11.

Chamberlain's Department - Draft High Level Business Plan pdf icon PDF 89 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee received a report of the Chamberlain, setting out the Department’s high level business plan.

 

In response to a Member’s question on the new local government proposals in relation to the business rates charged by surrounding local authorities, the Chamberlain explained that the proposal would allow the local authorities to reduce their rates, but not increase them.

 

RESOLVED – That the Committee notes the report.

 

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

12.

Local Government Finance Bill pdf icon PDF 168 KB

Joint report of the Chamberlain and the Remembrancer.

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

Minutes:

The Committee received a joint report of the Chamberlain and the Remembrancer informing Members of the relevant provisions of the Local Government Finance Bill, which had been recently introduced in Parliament. The Remembrancer noted that the financial consequences of the Bill would depend on circumstances in the coming years, but that the changes were thought to carry more up-side potential for the City than down-side. The Chamberlain added that proposals for further devolution to London would, if pursued, bring a different set of opportunities and risks for the City.

 

RESOLVED – That the Committee receives the report, and notes the provisions of the Bill and the actions anticipated in respect of it.

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

13.

City Fund and Pension Fund Final Accounts 2016/17 and 2017/18 - Update pdf icon PDF 100 KB

Report of the Chamberlain.

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

Minutes:

The Committee received a report of the Chamberlain which set out the steps being taken to achieve faster closure, to meet the new statutory deadlines, for the City Fund and Pension Fund accounts. The report also provided an overview of the main changes to the local authority accounting framework for 2016/17 and outlined the anticipated impact of a change to the accounting treatment of local authority highways networks, due to be implemented in 2017/18.

 

RESOLVED – That the Committee notes the report.

 

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

14.

Revenue Budget Monitoring to December 2016 pdf icon PDF 575 KB

Report of the Chamberlain.

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

Minutes:

The Committee received a report of the Chamberlain which set out the overall forecast year end position at quarter three, which was £7.9m better than budget.

 

In response to a Member’s query on the budget figures set out in Appendix Two, the Chamberlain confirmed that information on current actual budgets was missing from the paper and this would be re-issued to Members.

 

The Chairman commented that, for the purposes of transparency, budgets should not be changed during the year, but instead the variances should be recorded, with commentary provided.

 

RESOLVED – That the Committee notes the report.

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

15.

Irrecoverable Non-Domestic Rates and Council Tax pdf icon PDF 93 KB

Report of the Chamberlain.

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

Minutes:

The Committee considered a report of the Chamberlain proposing the write-off of a number of non-domestic rates debts in excess of £5,000 and council tax debts in excess of £1,000, which had been deemed irrecoverable.

 

RESOLVED – That the Committee:

a) approves the write-off of irrecoverable non-domestic rates in the sum of

£1,121,145, noting that £321,526 will be met by the City Corporation and £9,052

from the premium; and

b) approves the write-off of irrecoverable council tax in the sum of £7,064.

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

16.

City Procurement Quarterly Update - February 2017 pdf icon PDF 413 KB

Report of the Chamberlain.

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

Minutes:

The Committee received a report of the Chamberlain which provided an update on the work of City Procurement and the key areas of progress since April 2016.

 

RESOLVED – That the Committee notes the report on improvement projects and performance.

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

17.

Risk Management - Top Risks pdf icon PDF 157 KB

Report of the Chamberlain.

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

Minutes:

The Committee considered a report of the Chamberlain which provided updates regarding the top risks within the Departmental Risk Register.

 

The Chamberlain explained that an emerging risk had been identified regarding a potential withdrawal of European Social Fund grant funding, up to a maximum of £300k due to a non-compliant procurement. The risk had been identified by the GLA who act as an auditor for the European Social Fund to ensure the terms of the grant agreements are met. A meeting would be taking place with the GLA in March to assess the likelihood of the grant being withdrawn and the Committee would be kept informed.

 

RESOLVED – That the Committee notes the report.

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

18.

Central Contingencies pdf icon PDF 73 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a report of the Chamberlain which provided Members with information regarding the balance of the Finance Committee Contingency Funds for the current year.


RESOLVED – That the Committee notes the report.

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

19.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

 

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

20.

Any Other Business that the Chairman considers urgent

Minutes:

There were no urgent items.

 

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

21.

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 Schedule 12A of the Local Government Act.

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

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 I of Schedule 12A of the Local Government Act.

 

Item No.

Paragraphs in Schedule 12A

22-36, 38,40

3

37

1 and 3

 

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

22.

Non-public minutes of the last meeting

To agree the non-public minutes of the meeting held on 31 January 2017.

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

Minutes:

The non-public minutes of the meeting held on 31 January 2017 were approved as an accurate record.

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

23.

Outstanding actions from non-public minutes of previous meetings

Report of the Town Clerk.

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

Minutes:

The Committee noted a report of the Town Clerk which set out outstanding actions from previous non-public minutes of the Committee.

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

24.

Report of the work of the Sub-Committees - non-public issues

Report of the Town Clerk.

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

Minutes:

The Committee noted a report of the Town Clerk which advised Members of the key discussions which had taken place during the non-public sessions at recent meetings of the Committee’s Sub-Committees.

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

25.

Draft non-public minutes of the Information Technology Sub-Committee held on 20 January 2017

To note the draft non-public minutes of the meeting held on 20 January 2017.

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

Minutes:

The draft non-public minutes of the Information Systems Sub-Committee meeting held on 20 January 2017 were noted.

 

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

26.

Draft non-public minutes of the joint meeting of the Resource Allocation Sub-Committee, Efficiency and Performance Sub-Committee and Service Committee Chairmen, held on 19 January 2017

To note the draft non-public minutes of the meeting held on 19 January 2017.

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

Minutes:

The draft non-public minutes of the joint meeting of the Resource Allocation Sub-Committee, Efficiency and Performance Sub-Committee and Service Committee Chairmen held on 19 January 2017 were noted.

 

 

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

27.

Buildings Repairs and Maintenance - Procurement Stage 3 Contract Award Report

Joint report of the Chamberlain and the Chairman of the Facilities Services Category Board.

 ...  view the full agenda text for item 27.

Minutes:

The Committee considered and approved a report of the Chamberlain proposing the award of contracts for the provision of Building Repairs and Maintenance services.

 ...  view the full minutes text for item 27.

28.

CCTV Supply, Installation and Maintenance Contract - Procurement Stage 3 Contract Award Report

Report of the Chamberlain.

 ...  view the full agenda text for item 28.

Minutes:

The Committee considered and approved a report of the Chamberlain proposing the award a contract associated with the CCTV Supply, Installation and Maintenance Services for the City of London Corporation.

 ...  view the full minutes text for item 28.

29.

IT Transformation - LAN Hardware Procurement Stage 1 Report

Report of the Chamberlain.

 ...  view the full agenda text for item 29.

Minutes:

The Committee considered and approved a report of the Chamberlain which sought approval for the recommended evaluation criteria to be used in the selection of a preferred supplier for the provision of Local Area Network hardware for the City of London Police and City of London Corporation.

 ...  view the full minutes text for item 29.

30.

IT Transformation - Local Area Network Services - Procurement Evaluation Criteria

Report of the Chamberlain.

 ...  view the full agenda text for item 30.

Minutes:

The Committee considered and approved a report of the Chamberlain which sought approval for a direct award to be used in the selection of a preferred supplier for the provision of a Local Area Network for the City of London Police and City of London Corporation.

 

 ...  view the full minutes text for item 30.

31.

City of London Freemen's School Catering, Cleaning and Housekeeping Services - Procurement Stage 1 Evaluation Criteria

Joint report of the Chamberlain and the Headmaster, City of London Freemen’s School.

 ...  view the full agenda text for item 31.

Minutes:

The Committee considered and approved a joint report of the Chamberlain and the Headmaster of the City of London Freemen’s School which set out the strategy for the procurement of cleaning, catering and housekeeping services at the School and sought approval for the recommended evaluation criteria to be used in the selection of a preferred supplier.

 ...  view the full minutes text for item 31.

32.

Early Payment Discount Programme Project

Report of the Chamberlain.

 ...  view the full agenda text for item 32.

Minutes:

The Committee considered and approved a report of the Chamberlain concerning the potential outcomes of introducing an Early Payment Discount Programme, to achieve savings by receiving discounts for paying suppliers before their contracted payment terms.

 ...  view the full minutes text for item 32.

33.

Review of Metrics Used in Making Major Property Decisions

Joint report of the Chamberlain and the City Surveyor.

 ...  view the full agenda text for item 33.

Minutes:

The Committee considered and approved a joint report of the Chamberlain and the City Surveyor which reviewed the metrics utilised in appraising major Property Investment decisions.

 ...  view the full minutes text for item 33.

34.

Computer Aided Facilities Management (CAFM) Project - Additional Funding for Drawings

Report of the City Surveyor.

 ...  view the full agenda text for item 34.

Minutes:

The Committee considered and approved a report of the City Surveyor which sought approval to fund work on the Computer Aided Facilities Management system.

 ...  view the full minutes text for item 34.

35.

Non-Domestic Rates - Review of Discretionary Rate Relief

Report of the Chamberlain.

 ...  view the full agenda text for item 35.

Minutes:

The Committee considered and approved a report of the Chamberlain which set out the results of the annual review of discretionary non-domestic rate relief being granted under Section 47 of the Local Government Finance Act 1988 and proposing the levels for 2017/18.

 ...  view the full minutes text for item 35.

36.

Former Commercial Tenant Rent Arrears - Write Off

Joint report of the Comptroller and City Solicitor and the City Surveyor.

 ...  view the full agenda text for item 36.

Minutes:

The Committee considered a joint report of the Comptroller and City Solicitor and the City Surveyor proposing the write-off of a debt owed by a former commercial tenant.

 ...  view the full minutes text for item 36.

37.

Barbican Estate - Write Off of rent arrears

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

 ...  view the full agenda text for item 37.

Minutes:

The Committee considered and approved a report of the Director of Community & Children’s Services proposing the write-off of a debt owed by a former tenant on the Barbican Estate.

 ...  view the full minutes text for item 37.

38.

Report on Waivers at £50k and over granted since the last Finance Committee

Report of the Chamberlain.

 ...  view the full agenda text for item 38.

Minutes:

The Committee noted a report of the Chamberlain, which updated Members on non-urgent waivers over £50,000 approved by the relevant Spending Committee, in accord with the Waiver Approval Process set out within the Corporation’s Procurement Code.

 ...  view the full minutes text for item 38.

39.

Non-public questions on matters relating to the work of the Committee

Minutes:

There were no non-public questions relating to the work of the Committee.

 ...  view the full minutes text for item 39.

40.

Any Other Business that the Chairman considers urgent and which the Committee agree should be considered whilst the public are excluded

Minutes:

The Committee considered and approved an item of urgent business relating to the Queen’s Commonwealth Woodland Trust.

 ...  view the full minutes text for item 40.

 


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