Agenda and minutes

Apologies for absence were received from Randall Anderson, Sophie Anne Fernandes, Sylvia Moys and Deputy Richard Regan.

There were no declarations of interest.

To receive the Order of the Court of Common Council appointing the Committee dated 19 April 2018.

This document was not available at the time of publication and will be circulated separately.

RESOLVED – To note the Order of the Court of Common Council of 19 April 2018 appointing the Committee and approve its terms of reference.

To elect a Chairman in accordance with Standing Order 29.

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29. A list of Members eligible to stand was read and Deputy Edward Lord, being the only Member expressing willingness to serve, was elected Chairman for the ensuing year and took the Chair.

The Chairman thanked Members for their confidence, welcomed both new and returning Members to the Committee, and advised that he would look forward to working with both members and officers over the coming years.

The Chairman further advised that key priorities for the Committee would be:

·                Developing a reward strategy which means we can attract, retain, and incentivise staff at all levels of the organisation;

·                Putting diversity and inclusion at the heart of our policies, ensuring that our staff and our services reflect the communities we represent and serve;

·                Tackling the gender pay gap in the Corporation;

·                Succession planning and recruitment to a number of key senior roles; and

·                The effective oversight of further change programmes.

Deputy The Reverend Stephen Haines, the immediate past Chairman, has expressed a willingness to serve as Deputy Chairman in accordance with Standing Order 30.

The Town Clerk reported that in accordance with Standing Order No. 30(3)(a), Deputy Stephen Haines, as the immediate Past Chairman and having indicated his willingness to serve, should be declared to be Deputy Chairman for the ensuing year.

Deputy Joyce Nash spoke in appreciation of the immediate past Chairman’s contribution to the work of the committee during his Chairmanship and a vote of thanks was moved, seconded and agreed.

To agree the public minutes and summary of the meeting held on 9 April 2018.

The minutes were not available at the time of publication and will be circulated separately.

RESOLVED – That the public minutes and summary of the meeting held on 9 April 2018 be approved as an accurate record subject to the correction of the spelling of the Chief Commoner’s name which was ‘Wendy’ Mead and not ‘Wendi’ Mead.

Report of the Town Clerk.

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

RESOLVED – That the report be noted and the actions updated accordingly.

To appoint four Members, in addition to the Chairman, Deputy Chairman and representative of the Finance Committee, to the Joint Consultative Committee

NB: The Joint Consultative Committee will meet at 12.00pm on 25 May 2018.

The Committee considered the appointment of four representatives to the Joint Consultative Committee and four Members expressed an interest in serving.

RESOLVED – That the Joint Consultative Committee for 2018/19 be appointed as follows:-

To appoint the following Members to the Senior Remuneration Sub-Committee:

Chairman of the Establishment Committee (Chairman)

Chairman of the Policy and Resources Committee (Deputy Chairman)

Deputy Chairman of the Establishment Committee

Deputy Chairman of the Policy and Resources Committee

Chairman of the Finance Committee

Chairman of the General Purposes Committee of Aldermen

The Committee considered the appointment of Members to the Senior Remuneration Sub-Committee in addition to:

Chairman of the Establishment Committee (Chairman)

Chairman of the Policy and Resources Committee (Deputy Chairman)

Deputy Chairman of the Establishment Committee

Deputy Chairman of the Policy and Resources Committee

Chairman of the Finance Committee

Chairman of the General Purposes Committee of Aldermen

It was proposed and seconded that an additional 2 members of the Establishment Committee also be appointed to serve, the Chairman then suggested extending this to 3 following several expressions of interest to do so.

RESOLVED – That the Joint Consultative Committee for 2018/19 be appointed as follows:-

Chairman of the Establishment Committee (Chairman)

Chairman of the Policy and Resources Committee (Deputy Chairman)

Deputy Chairman of the Establishment Committee

Deputy Chairman of the Policy and Resources Committee

Chairman of the Finance Committee

Chairman of the General Purposes Committee of Aldermen

3 Members of the Establishment Committee – Ruby Sayed, Deputy Kevin Everett and Deputy Keith Bottomley.

Report of the Director of Human Resources.

The Committee received a report of the Director of HR which provided a more detailed analysis of the mean average Gender Pay Gap of 8.1% and mean average Bonus Gender Pay Gap of 14% which were reported to the February meeting, together with a proposal to endorse the proposed establishment of a Diversity and Inclusion Consultant.

In response to a question concerning whether or not a request could be made to the Policy and Resources Committee to undertake a full diversity and inclusion review across the organisation, the Director of HR advised that this was currently being considered by the Public Relations & Economic Development Sub-Committee and might be something that could be supported by the new consultant post.

The Chairman sought the Committee’s support to fund the Corporation’s Membership of the Stonewall Diversity Champions programme, and also the funding for an additional diversity float for the Lord Mayor’s Show.

RESOLVED – To

1)        Note the report;

2)        Endorse the proposal to seek funding to establish a Diversity and Inclusion Consultant and associated budget to support and develop staff networks;

3)        Endorse membership of Stonewall Diversity Champions and approve a budget of up to £4000 to cover membership and costs of event attendance; and

4)        Agree to fund the cost of an additional diversity float for the Lord Mayor’s Show.

Report of the Director of Human Resources.

The Committee received a report of the Director of HR detailing the proposed Mental Health and Wellbeing Policy, the aim of which would contribute to outcomes required in the new corporate plan: people enjoy good health and wellbeing by providing a framework that would encourage and facilitate working practices and services and help support employee health and wellbeing.

Members raised a number of questions in relation to the ability of staff to work from home, and also whether or not it was possible to differentiate between absence due to home and/or work factors absence statistics.

A member highlighted the fact that chronic stress could have a serious impact on physical as well as psychological health, and suggested that the policy be amended to explicitly recognise the interconnectedness between physical and mental health. This was supported by the Committee.

RESOLVED – To note the report and agree that delegated authority be given to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to approve the final wording of the Mental Health and Wellbeing Policy.

Report of the Chamberlain

The Committee received a report of the Chamberlain outlining the proactive and reactive steps proposed to eradicate the use of retrospective waivers, including the rebranding of retrospective waivers to ‘Procurement Code Breaches’ and a list of newly introduced sanctions aimed to be a deterrent as well as introducing a transparent method of correcting behaviours and investigating non-compliant incidents.

The Committee was advised that that the report had been considered and approved by the Finance Committee which had shown significant support for the new measures. 

Members commented that a tougher regime of ‘zero tolerance’ was needed and questioned what was meant by cases being considered ‘on their merits’. The Chamberlain advised that this could be applied to cases where a lack of training was the reason.

RESOLVED – That the report be noted.

·         Members are asked to note the planned ‘Waiver Danger’ communications campaign and the introduction of sanctions outlined in paragraph 12 for when a Procurement Code Breach waiver (formally retrospective waiver) is required effective 1 April 2018.

Report of the Director of Human Resources.

(The appendix to this report is confidential and is item 28 in Part 3 of the agenda)

The Committee received a report of the Director of HR in line with the Scheme of Delegations which provided information on redundancies, early retirements (including those made under the ‘85-year rule’), ill health retirements and Market Forces Supplements (MFS) approved in the reporting period 1 October 2017 to 31 March 2018.

RESOLVED – To note the actions taken under delegated authority.

Report of the Town Clerk

The Committee received a report of the Town Clerk advising of action taken in consultation with the Chairman and Deputy Chairman since the last meeting of the Committee, in accordance with Standing Order No. 41(b).

There were no questions.

The following items of urgent business were raised –

The Chairman reported that he intended to visit every department/major site over the next six months, ideally with the Chief Commoner and relevant service committee Chairman, to meet staff at all levels and gain a better understanding of key issues.

The Chairman asked Members to note that the annual Committee Dinner would take place on Friday 7 December at Leathersellers Hall and that Alderman Peter Estlin had agreed to attend subject to his election as Lord Mayor.

The Chairman advised that Colin Bull, the outgoing secretary of the Unite Union, and his wife had been invited to attend lunch with the Committee after the meeting.

The Chairman thanked the member of the public present for attending the meeting.

MOTION - That under Section 100A(4) 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.

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 the Schedule 12A of the Local Government Act.

To agree the non-public minutes and summary of the meeting held on 9 April 2018.

The minutes were not available at the time of publication and will be circulated separately.

The non-public minutes of the meeting held on 9 April were approved.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk which provided details of non-public outstanding actions from previous meetings.

RESOLVED – That the report be noted and the actions updated accordingly

Report of the Comptroller and City Solicitor.

This report was deferred from the last meeting on 9 April. It has since been approved by the Policy and Resources Committee at its meeting on 12 April 2018.

The Committee considered 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 risks associated with the use of personal emails for City Corporation business, whether by officers or Members, and compliance with the General Data Protection Regulation (GDPR)

There were no questions.

There were no items of non-public urgent business.

To agree the Confidential minutes of the last meeting held on 9 April 2018.

The minutes were not available at the time of publication and will be circulated separately.

The confidential minutes of the meeting held on 9 April were approved.

Report of the Head Teacher, City of London Boys School

The Committee considered a report of the Head of the City of London School concerning the payment of a market forces supplement.

Report of the City Surveyor

The Committee received a report of the City Surveyor in relation to the proposed leasehold disposal of 1/5 London Wall Buildings.

Report of the City Surveyor

The Committee received a report of the City Surveyor in relation to the payment of  Market Forces Supplements in the City Surveyors.

Report of the Comptroller & City Solicitor providing the outcome of a Staff Appeals Committee held on 13 April 2018.

The report was not available at the time of publication and will be circulated separately.

The minutes and summary of the Staff Appeals Committee held on 13 April were noted.

Report of the Director of Human Resources

The Committee received and noted the confidential annex to agenda item 13 on the agenda which had been considered in public session.

Report of the Comptroller & City Solicitor

The Committee received a report of the Comptroller & City Solicitor concerning the Employment Tribunal dealt with by the Comptroller & City Solicitor (C&CS) since the last report on 17 October 2017.