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Venue: Committee Rooms - West Wing, Guildhall

Contact: Fern Aldous
tel.no.: 020 7332 3113  Email: fern.aldous@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from James Tumbridge and 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:

There were no declarations.

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

3.

Minutes pdf icon PDF 192 KB

To agree the minutes of the meeting held on 20 January 2017.

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

Minutes:

 

RESOLVED: That the public minutesand non-public summary of the meeting held on 20 January 2017 be approved as an accurate record, subject to Chris Punter being added to those who had given apologies.

 

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

4.

Outstanding actions from previous meetings pdf icon PDF 86 KB

Joint report of the Town Clerk and Chamberlain.

 

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

Minutes:

The Sub-Committee considered a report of the Town Clerk which provided updates on the actions outstanding from previous meetings. The proposed work plan for forthcoming meetings was tabled; it was felt that an additional meeting in June would be beneficial to manage the forecast workload of the Committee

 

RESOLVED – That the report be noted.

 

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

5.

IT Division - Member Update pdf icon PDF 197 KB

Report of the Chamberlain.

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

Minutes:

The Sub-Committee received a report of the Chamberlain outlining the recent operational and management activity undertaken since the last meeting. Members were informed of the following points:

 

·         Active disaster recovery mitigation was ongoing and a test of backup servers was scheduled to take place on 22 February.

·         A tendering exercise had been undertaken for the appointment of a consultant to assist with the development of the IT strategy, with the award due to take place in the following week.

·         It was acknowledged that the timing of the Sub-Committee in relation to the Grand Committee, as well as Projects Sub-Committee, had not allowed for Members to comment on reports before they were submitted for approval. The Town Clerk undertook to investigate the timing of meetings in future.

 

Members queried the development of the objective to migrate to Apple Devices, and Officers confirmed the project was in its initial stages. Members asked for a report on the rationale behind the move to be brought to the next meeting of the Sub-Committee.

 

RESOLVED – That the report be noted.

 

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

6.

IT Division Service Performance pdf icon PDF 424 KB

Report of the Chamberlain.

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

Minutes:

The Sub-Committee received a report of the Chamberlain providing Members with an update on the performance of the IT service for the City Corporation and City of London Police. It was reported that the service had remained stable without a change freeze being imposed unlike the previous reporting period. User Desk satisfaction was also seen to be at its highest level.

 

Members discussed the benefits of producing an exceptions only report for future meetings. Some Members felt this would not allow for adequate scrutiny; however the suggestion that an annual summary report be produced was supported.

 

RESOLVED – That the report be noted.

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

7.

Questions on matters relating to the work of the Sub Committee

Minutes:

There were no questions.

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

8.

Any Other Business that the Chairman considers urgent

Minutes:

The Chairman thanked Nigel Challis for his work on the Committee over the past years, ahead of his approaching retirement from the Court.

 

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

9.

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 9.

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 the Schedule 12A of the Local Government Act.

 

Item No       

 

Paragraph(s) in Schedule 12A

11-18,  21-24

19-20

                              3

                            7

 

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

10.

Non-Public Minutes

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

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

Minutes:

The Sub-Committee approved the non-public minutes of the meeting held on 20 January 2017 as an accurate record.

 

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

11.

Outstanding actions from non-public minutes of previous meetings

Joint report of the Town Clerk and Chamberlain.

 

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

Minutes:

The Sub-Committee noted a report of the Town Clerk which provided information on outstanding actions from previous meetings.

 

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

12.

Joint Network Refresh Programme - Issues Report

Report of the Chamberlain.

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

Minutes:

The Sub-Committee considered a report of the Chamberlain providing Members with an update on the Joint Network Refresh Programme.

 

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

13.

IT Transformation - Wide Area Network (WAN) Replacement

Report of the Chamberlain [Appendix to follow].

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

Minutes:

The Sub- Committee considered a report of the Chamberlain updating them on the Wide Area Network Replacement Project.

 

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

14.

Microsoft Licensing Renewal and Office 365 Implementation

Report of the Chamberlain.

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

Minutes:

The Sub-Committee considered a report of the Chamberlain in relation to the Microsoft Office Licensing Renewal and Office 365 Implementation.

 

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

15.

Note of the IT Sub Committee Workshop held on 3 February 2017

To receive a note of the IT Sub Committee workshop held on 3 February 2017.

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

Minutes:

The Sub-Committee received a report of the Chamberlain providing details of a recent IT workshop.

 

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

16.

Site Survey Photographs

The Chamberlain to be heard.

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

Minutes:

The Sub-Committee discussed photographs taken during a recent site survey.

 

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

17.

IT Transformation - LAN Hardware Procurement Stage 1 Report

Report of the Chamberlain.

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

Minutes:

Members discussed a report of the Chamberlain outlining Stage 1 of the procurement process for Local Area Network (LAN) hardware.

 

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

18.

IT Transformation Local Area Network Procurement Stage 1 Report

Report of the Chamberlain.

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

Minutes:

The Sub-Committee considered a report of the Chamberlain concerning the procurement of a LAN provider.

 

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

19.

IT Division Risk Update

Report of the Chamberlain.

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

Minutes:

The Sub-Committee considered a report of the Chamberlain concerning the management of risk within the department.

 

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

20.

IT Security Update

The Chamberlain to be heard.

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

Minutes:

The Sub-Committee received an oral update from the Director of IT concerning security measures in the department.

 

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

21.

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

Minutes:

There were no non-public questions.

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

22.

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

Minutes:

The Sub-Committee received the non-public appendix to agenda item 13, circulated as a supplementary agenda.

 

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

23.

IT Roadmap Design Principles - City of London Corporation & City of London Police - CoL IT Strategy -CoLP IT Strategy Draft

Report of the Chamberlain.

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

Minutes:

This Item was taken at the conclusion of Item 11.

 

The Sub-Committee considered a report of the Chamberlain outlining the City Corporation and City of London Police Strategies.

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

24.

Confidential Minutes

To consider the confidential minutes of the meeting held on 20 January 2017.

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

Minutes:

The Sub-Committee received the confidential minutes from the previous meeting.

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

 


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