Agenda and minutes

Apologies for absence were received from Deputy Rehana Ameer, Shahnan Bakth, Deputy Nick Bensted-Smith, James St John Davis, Alderman Sir Peter Estlin, Deputy Madush Gupta, Benjamin Murphy, Aaron D’Souza, Paul Singh, James Tumbridge and Mark Wheatley.

Deputy Andrien Meyers and Paul Singh observed the meeting virtually.

There were no declarations of interest.

To agree the public minutes and non-public summary of the meeting held on 23 January 2024.

The public minutes and non-public summary of the meeting held on 23 January 2024 were approved as an accurate record.

Report of the Town Clerk.

Members received a report of the Town Clerk setting out outstanding actions from previous meetings.

The Chairman informed Members of several items which could be removed from the Action Tracker following their inclusion on the Forward Plan.

The Chairman asked officers to provide an update on the report on the use of consultants. In reply, officers said that a previous report had focused on changes to the policy of day-rate interim consultants, but would provide an update. The next piece of work would consider consultancy spend, initially to be considered by the Efficiency and Performance Working Group. A Member requested that any future report take into consideration the output from February’s informal Court meeting.

The Chamberlain suggested that the Committee should receive the Efficiency and Performance Working Group’s Forward Plan as a standing agenda item.

RESOLVED – That the Committee notes the report.

Report of the Chamberlain.

Members received a report of the Chamberlain providing the Committee’s forward plan.

RESOLVED – That the Committee notes the report.

To receive the draft public minutes and non-public summary of the Projects and Procurement Sub-Committee held on 15 January 2024.

The draft public minutes and non-public summary of the Projects and Procurement Sub-Committee held on 12 January 2024 were noted.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning the City Fund 2024/25 Budget and the Medium-Term Financial Plan.

The Chairman and the Chamberlain introduced the report, and the Committee proceeded to consider each section of the recommendations in turn. A Member asked if the issuing of service charge bills could be expedited to allow for certainty on the amount that social tenants would be required to pay. Officers replied that additional resource in the Financial Services team would allow for service charges to be issued on a quarterly basis, in order to provide better notice to residents. The Member also asked officers to consider how to advertise the support available to residents.

RESOLVED, that - the Committee endorses the report and the below recommendations for onward approval by the Court of Common Council:

1.0         To note and approve the overall budget envelopes for City Fund.

1.1         Additional funding is required to be approved for new on-going cost pressures and have been included as budget uplifts:

1.1.1     Agreed pay award from 1^st July 2023.

1.1.2     Net 3% inflation uplift to local risk budgets.

1.1.3     £470k for City Fund Adult Social Care and Children Services.

1.1.4    £2m central provision to cover assumptions for Ambition 25 (Reward Refresh) – subject to recommendations of the Corporate Services Committee.

1.1.5     £210k increase in legal costs to support specialist advice.

1.1.6     £330k on-going City Fund support to Electoral Services.

1.1.7    £400k provision for possible increases to members allowance – subject to recommendations of the Civic Affairs committee.

1.1.8    £56k shortfall (split across City Fund and City’s Estate) to Occupational Health Physician Services.

1.1.9     £59k (3%) uplift to the London Symphony Orchestra grant.

1.1.10    £189k (3.47%) increase to the Museum of London grant.

1.2         For Cyclical Works Programme (CWP):

1.2.1    Additional funding totalling £62.7m to address

Report of the Chamberlain.

Members received a report of the Chamberlain concerning the City’s Estate 2024/25 Budget and the Medium-Term Financial Plan.

A Member, also the Chairman of the Capital Buildings Board, raised a query concerning the budget for the Smithfield Annexe Buildings. The Chamberlain clarified the position and undertook to ensure that the final report reflected the correct position when submitted to the Court of Common Council.

RESOLVED, that – the Committee endorses the below recommendations for onward approval by the Court of Common Council:

1.0  To note and approve the overall budget envelope for City’s Estate 2024/25 revenue budgets.

1.1        Additional funding is required for new on-going cost pressures and have been included as budget uplifts:

1.1.1    Agreed pay award from 1^st July 2023.

1.1.2    Net 3% inflation uplift to local risk budgets.

1.1.3    £2m central provision to cover assumptions for Ambition 25 (Reward Refresh) – subject to recommendations of the Corporate Services Committee.

1.1.4    £100k increase in legal costs to support specialist advice.

1.1.5    £540k contingency held centrally to support the increase in State Visits.

1.1.6    £20k funding to support RASC away day.

1.1.7    £113k provision set to support volunteering.

1.1.8    £148k recognition of staff contribution through staff summer events and annual lunch.

1.1.9    £380k funding for Corporate Graduate Scheme, increasing to £710k from 2025/26.

1.1.10 £10k support for on-going Benefits-in-Kind review and annual reporting.

1.1.11 Shortfall on Occupational Health Physician services (£56k split between funds).

1.1.12 £85k increase for Mayoralty and Shrievalty allowances as agreed at the Joint Deputation meeting on 20 March 2023. For 2024/25 an increase of £62k is being proposed – subject to Joint Deputation meeting on 28 March 2024.

1.1.13 £400k provision for possible increases to Members allowance.

1.2        For Cyclical Works Programme (CWP):

1.2.1    Funding of £71m has been allocated within City’s Estate to

Report of the Chamberlain.

Members received a report of the Chamberlain concerning procurement and contract management,

RESOLVED, that – Members:

a)    Approve the proposed scope of the procurement and contract management review.

b)    Note the proposed reporting arrangements.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning the Annual On-Street Parking Accounts 2022/23.

RESOLVED, that – the report be received and its contents noted before submission to the Mayor of London.

Joint Report of the Chief People Officer and the Chamberlain.

Members received a report of the Chamberlain concerning the Annual On-Street Parking Accounts 2022/23.

RESOLVED, that – the report be received and its contents noted before submission to the Mayor of London.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning budget monitoring.

RESOLVED, that – the report be received and its contents noted.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning the departmental business plan.

RESOLVED, that – the report be received and its contents noted.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning the management of departmental risks.

RESOLVED, that – the report be received and its contents noted.

There were no questions.

There was no other business.

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 Schedule 12A of the Local Government Act.

To agree the non-public minutes of the meeting held on 23 January 2024.

The non-public minutes of the meeting held on 23 January 2024 were approved as an accurate record.

To receive the draft non-public minutes of the Projects and Procurement Sub-Committee held on 15 January 2024.

The draft non-public minutes of the Projects and Procurement Sub-Committee held on 12 January 2024 were noted.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning non-domestic rates and council tax.

Report of the Chamberlain.

Members received a report of the Chamberlain concerning cloud services provision.

Joint report of the Chamberlain and the City Surveyor.

Members received a report of the Chamberlain concerning architectural services.

Report of the CEO, Barbican Centre.

Members received a report of the Chamberlain concerning catering services at the Barbican Centre.

Report of the City Surveyor.

Members received a report of the City Surveyor concerning property metrics.

Report of the City Surveyor.

Members received a report of the City Surveyor concerning the City Fund investment property strategy.

Report of the City Surveyor.

Members received a report of the City Surveyor concerning the Investment Property Strategy for City’s Estate.

Report of the City Surveyor.

Members received a report of the City Surveyor concerning requests for delegated authority.

Report of the Town Clerk.

The Committee noted a report of the Town Clerk detailing a non-public decision(s) taken under delegated authority since the last meeting.

Members considered several non-public question(s) relating to the work of the Committee.

The Committee considered an item of urgent business relating to the Museum of London.

Report of the City Surveyor.

Members received a report of the City Surveyor.