Agenda and minutes

Apologies were received from Randall Anderson and James Tumbridge.

There were no declarations.

To agree the public minutes of the meeting held on 9^th February 2018.

RESOLVED: That the public minutes of the meeting held on 09 February 2019 be approved as an accurate record.

Joint report of the Town Clerk and Chamberlain.

To Follow

The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings.

The Chairman reminded the Members to complete the Member Survey.

RESOLVED – That the Sub-Committee noted the report.

Report of The Chamberlain.

The Sub-Committee received a report of the Chamberlain regarding the Work Programme for future meetings and the following points were made:

·         The Chairman commented that the roll out date for GDPR is July, not June as mentioned in the report.

·         The Chairman commented that future reports will take a greater look forward, looking further than the next two months.

RESOLVED: That Members noted the report.

Verbal Report of The Chamberlain.

The IT Director provided a verbal update to the Sub-Committee introducing Sam Collins; the new Head of Change and Engagement, and Andrew Bishop; the new Police Head of IT.

RESOLVED – That Members noted the new additions to the IT senior management team.

Report of The Chamberlain.

Modern.Gov Demonstration

The IT Director provided the Sub-Committee with a demonstration on the Modern.Gov app and the following points were made:

·         The IT Director informed Members that the app only provides public access when it is first downloaded, and private access can be obtained by contacting the Committee and Member Services team.

·         The IT Director commented on the benefits of using the app including the ability to annotate and highlight sections of the papers and switching between the original and annotated agenda pack at the click of a button.

·         The Chairman commented that the app allows Members to have easy access to the papers that are only relevant to the Committees that each Member serves on.  Also, that the app provides added security measures as information is kept in a separate secure app, rather than stored on the devise.

·         The IT Director commented that Blue Papers can not be accessed via the Modern.Gov app.

One Drive Demonstration

The IT Director also provided the Sub-Committee with a demonstration on using One Drive and the following points were made:

·         The IT Director informed Members that One Drive is a cloud based service which is secure and remote and users can share documents by inviting them into the document and editing the documents from different devises, rather than having multiple versions of the same document.

·         The Chairman commented that the document author can decide who to share the document with, whereas with Share Drive an IT Officer decides access rights.  Also, that One Drive is useful for Chairman and Deputy Chairman, particularly when dealing with urgencies.

·         In response to a question Kevin confirmed that One Drive can be used via outlook by way of document link, but this does not allow shared access.

·         The IT Director commented that Blue Papers are likely to

Report of The Chamberlain.

The Sub-Committee received a report of the Chamberlain regarding the IT Division update and the following points were made:

·         The IT Director informed Members that following the “Beast is East” snow storm the Corporation experiences no issues and very few calls to the IT Desk whilst many employees were working from home with their laptops.  The Chairman commented that the corporation is strengthening its position with regards to agile working.

·         The IT Director commented on a hardware failure with the planning portal in January and that the hardware needs replacing and to be placed on the same Agilisys platform as other systems.  The Chairman requested that the IT Director come back to the Sub-Committee with further report on this issue.

RESOLVED – That Members noted the update and that The IT Director look into replacing the planning portal and report back to the Committee.

Report of The Chamberlain.

The Sub-Committee received a report of the Chamberlain regarding an update on IT Risks and the following points were made:

·         The IT Director informed Members that the Department has incurred one new risk and that the resilience power infrastructure has reduced.  The three risk categories were confirmed as IT service, IT security and GDPR.

·         The Chairman commented that the department are in strong position with a clear picture on risks.

RESOLVED – That Members noted the update.

Report of The Comptroller and The City Solicitor.

The Sub-Committee received a report of the Comptroller and the City Solicitor regarding an update on GDPR and the following points were made:

·         The Comptroller commented that the Corporation is in a good position in preparation for the new legislation regarding IT and policies and that the aim is to have compliance by 25^th May 2018.  It was further commented that in preparing for the GDPR the Comptroller have learnt that not all departments are fully compliant and that breaches tend to be low level, including sending emails to the wrong address and leaving confidential papers behind.

·         The IT Director commented that the main changes in the department would be e-forms and considering the right to be forgotten.   It was added that the department has been looking at where data has been stored in different systems and has been working with other regulators to ensure best practise.

·         The Chairman commented that the 6 principals of data protection need to be known company wide and embedded into the company culture.

RESOLVED – That Members noted the update.

Report of The Comptroller and The City Solicitor.

Members considered a report of the Comptroller and City Solicitor regarding the Data Protection Policy and the following points were made:

·         The Comptroller commented that the policy is a straight forward one and that it should be reviewed annually.  The Chairman commented that the policy should be reviewed at Member level in order to ensure openness and transparency and A Member commented that the reviews should be fazed by section to ensure that the policy is considered closely.

·         A Member questioned whether the policy should be included in the Members Code of Conduct.  The Comptroller commented that this could bring about floodgates as all legal requirements could then be included and the code of conduct could become exhaustive.  The Chairman added that the Code of Conduct should remain about principals and simple.

RESOLVED – That Members:

·         Approved and agreed to adopt the revised Data Protection Policy set out in Appendix 1 with effect from 25th May 2018.

Verbal Report of The Chamberlain.

The Sub-Committee received a verbal report from the Chamberlain regarding the Member Survey and the following points were made:

·         There have been 36 responses so far and from these it has been found that:

o   80% of Members use City of London equipment;

o   16% use Modern.Gov;

o   Members provided good feedback on room equipment;

o   Members felt they had a good awareness of GDPR but wanted to know how it affects different roles;

o   Members did not take well to the suggestion of a secure email, as the city email address is sufficient;

o   Members commented on Wi-Fi issues, the department has worked with O2 to fix this problem.

·         The Chairman commented that work should go into increasing the number of Members that use Modern.Gov in order to get full use out of the software and requested that a report is submitted to the next meeting detailing the findings.

RESOLVED – That the Members noted the update.

Joint Report of The Chamberlain and The Town Clerk.

The Sub-Committee received a report of the Chamberlain and the Town Clerk regarding an update on the web project and the following points were made:

·         The Chamberlain informed Members that the project went to the Project Sub-Committee and received approval to go out to tender and the next stage is to consult about what the website should do and feature.  It was added that the aim is to start building the website in 2019.

·         The Chair commented that other areas of the Corporation might want to ‘piggyback’ on the web design project, the Barbican was mentioned as an example.  The Chamberlain confirmed that there is a meeting planned to establish this.

·         In response to a question the Chamberlain confirmed that the whole project will cost £213,000 and the ongoing annual cost will amount to £80,000-£150,000.

RESOLVED – That Members noted the update.

Enhanced Wi-fi

In response to a question the IT Director conformed that there have been no problems regarding enhancing the City Wi-fi.

Chairman’s Thanks

·         The Chairman thanked Adrein who is leaving his role and commented that he has been the driver of the transportation project which has been a huge success.

·         The Chairman also expressed his thanks to John Cater, the Committee Clerk who is stepping down from this role and welcome Paige Upchurch who is taking over.

·         The Chairman thanked The Members and Officers of the Committee for there work this year as it is the last meeting of the Common Council year.

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.

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 of the meeting held on 9 February 2018.

RESOLVED: That the non-public minutes of the meeting held on 09 February 2019 be approved as an accurate record.

Report of The Chamberlain.

The Sub-Committee considered a report of the Chamberlain regarding a draft personal access devise policy.

Joint report of the Town Clerk and Chamberlain.

To Follow

The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings that arose from the non-public minutes.

Report of The Director of Information & Chief Information Security Officer.

To Follow

The Sub-Committee considered a report of the Chamberlain regarding an update on CR 16 Information Security Risk.

Report of The Chamberlain.

The Sub-Committee received a report of the Chamberlain regarding Police IT projects.

Report of The Comptroller and The City Solicitor.

Members considered a report of the Comptroller and the City Solicitor regarding the email use policy.

Report of The Chamberlain.

-   Those in attendance from Agylises left the meeting at this point.

The Sub-Committee received a report of the Chamberlain regarding the IT Operating Model and a proposal to structural changes.

Report of The Chamberlain.

-   The Chairman moved this item up the agenda to be considered next so that those from Agylisis could leave the meeting after this item.

The Sub-Committee received a report of the Chamberlain regarding the IT Transformation Programme.

There were no non-public questions.

There was no other non-public business.