Agenda and draft minutes

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

Contact: Ben Dunleavy Email: ben.dunleavy@cityoflondon.gov.uk 

Items
No. Item

1.

Apologies

Minutes:

It was moved by Deputy Sir Michael Snyder, seconded by Deputy Christopher Hayward, and approved by the Committee, that Alderman Sir Peter Estlin should take the Chair until agenda item 4.

 

Apologies for absence were received from Sophie Fernandes, Alderwoman Martha Grekos, Deputy Brian Mooney, Hugh Selka, Tom Sleigh and James St John Davis.

 

Deputy Rehana Ameer, Deputy Andrien Meyers and Mark Wheatley observed the meeting virtually.

 ...  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 of interest.

 

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

3.

Order of the Court pdf icon PDF 140 KB

To receive the Order of the Court of Common Council dated 25th April 2024.

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

Minutes:

The Committee received the Order of the Court of Common Council dated 25th April 2024.

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

4.

Election of Chairman

To elect a Chairman in accordance with Standing Order 29.

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

Minutes:

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29.

 

Deputy Henry Colthurst, as the only Member expressing their willingness to serve, was duly elected as Chairman for the ensuing year and took the Chair.

The Chairman thanked Members for their support. He also summarised briefly what he felt to be the priorities for the Finance Committee for the ensuing year

-     continue to improve and simplify financial reporting in order to assist decision making

-     oversee improved processes governing external contract management

-     focus increasingly on expense control across all areas

-     promote commercially driven solutions for market relocation and Barbican renewal

-     conclude the Charities review.

 

RESOLVED – That Deputy Henry Colthurst be elected Chairman of the Finance Committee for the ensuing year.

 

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

5.

Election of Deputy Chairman

To elect a Deputy Chairman in accordance with Standing Order 30.

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

Minutes:

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30. Deputy Randall Anderson, as the only Member expressing their willingness to serve, was duly elected as Deputy Chairman for the ensuing year.

 

RESOLVED, that – Deputy Randall Anderson be elected as the Deputy Chair for the ensuing year.

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

6.

Minutes of the previous meeting pdf icon PDF 124 KB

To agree the public and non-public summary of the meeting held on 9 April 2024.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the meeting held on 9 April 2024 be approved as a correct record.

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

7.

Action Tracker

There are no outstanding actions.

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

Minutes:

There were no outstanding actions.

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

8.

Forward Plans

Minutes:

8a

Finance Committee's Forward Plan pdf icon PDF 153 KB

Report of the Chamberlain.

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

Minutes:

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

 

The Chamberlain informed the Committee that there would likely be a cashflow request paper.

 

RESOLVED – That the Committee notes the report.

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

8b

Efficiency and Performance Working Party's Forward Plan pdf icon PDF 128 KB

Report of the Chamberlain.

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

Minutes:

Members received a report of the Chamberlain providing the Efficiency and Performance Working Party's forward plan.

 

The Chairman requested that summary findings from Efficiency & Performance working parties be included in appendices for future Finance Committee meetings.

 

RESOLVED – That the Committee notes the report.

 

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

9.

Projects and Procurement Sub-Committee

To receive a verbal update from the meeting of the Projects and Procurement Sub-Committee held on 15 April 2024.

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

Minutes:

Members received a verbal update from the Projects and Procurement Sub-Committee meeting held on 15 April 2024.

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

10.

Appointments to Committees pdf icon PDF 155 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

Members received a report of the Town Clerk concerning committee appointments.

 

The Chairman drew Members attention to his ex-officio position on the Fraud and Cyber Crime Reporting and Analysis Service Procurement Committee and suggested that a resolution to that Committee should be passed seeking a change to allow for the nomination of a representative. Members supported the proposal, though noted that the specific circumstances behind the composition might make it difficult for this change to be approved.

 

RESOLVED, that – Members:

 

a)     Agree the composition and Terms of Reference of the Projects and Procurement Sub-Committee, as set out in Appendix 1;

b)     Appoint the following two Members of the Finance Committee to the Projects and Procurement Sub-Committee:

  • Philip Woodhouse
  • Deputy Rehana Ameer

c)      Note the nomination by the Chairman of Deputy Elizabeth King as his representative on the Sub-Committee

d)     Note the appointment of the members of four other Committees to the Projects and Procurement Sub-Committee; i.e. – a representative each from the Community and Children’s Services Committee, the Digital Services Committee, the Police Authority Board and the Port Health and Environmental Services Committee.

e)     Agree the composition and Terms of Reference of the Efficiency and Performance Working Party, as set out in Appendix 2 to the report.

f)       Appoint the following four Members to the Efficiency and Performance Working Party

  • Deputy Rehana Ameer
  • Nick Bensted-Smith
  • Steve Goodman
  • Michael Hudson
  • Benjamin Murphy

g)     agree the appointments of representatives to the following Committees and Sub-Committees:

  • Corporate Services Committee - Steve Goodman
  • Investment Committee –Shahnan Bakth and Deputy Madush Gupta
  • Streets and Walkways Sub (Planning & Transportation) Committee – Brendan Barns (following a ballot)

h)     agree the appointments of [the Chairman and Deputy Chairman as the representatives for informal consultation with the Court of Aldermen and the Policy and Resources Committee on

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

11.

Review of the Financial Regulations pdf icon PDF 131 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

During discussion, Members made the following requests:

·      Relevant Committees should be informed of debt write-offs as and when they occurred in their service areas.

·      Gender-neutral language should be used in the Regulations, and  included as part of the Chamberlain’s delegation.

·      Not to lose momentum for making changes to the whole scheme of delegation regime in order to improve speed and efficiency of decision making matched by “need to know reporting” which should be the end goal.

 

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

12.

Future of London Metropolitan Archives - Contingency Funding pdf icon PDF 172 KB

Report of the Deputy Town Clerk.

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

Minutes:

Members received a report of the Deputy Town Clerk concerning the London Metropolitan Archives.

 

A Member suggested that, as part of the options paper, consideration should be given to potentially relocating a portion of the Archives to new-build office space within the Square Mile.

 

RESOLVED, that – Members approve a budget of £150,000 from Finance Committee, City Fund contingency to enable the relevant research and development work to be undertaken at pace, and to help identify the next steps for the future accommodation of the London Metropolitan Archives.

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

13.

Enterprise Resource Planning (ERP) Programme Update Report pdf icon PDF 120 KB

Joint Report of the Chief People Officer and the Chamberlain.

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

Additional documents:

Minutes:

Members received a report of the Chamberlain concerning the Enterprise Resource Planning programme.

 

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

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

14.

Chamberlain's Business Plan End of Year 2023/24 update pdf icon PDF 173 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

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

 

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

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

15.

Chamberlain's Departmental Risk Management Update pdf icon PDF 125 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

Members received a report of the Chamberlain concerning the departmental risk register.

 

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

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

16.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

 

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

17.

Any Other Business that the Chairman considers urgent

Minutes:

There were no urgent items.

 

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

18.

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 18.

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

16-24, 26, 27

3

25

1 and 3

 

 

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

19.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 9 May 2024.

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

Minutes:

The non-public minutes of the meeting held on 9 April 2024 were approved as a correct record.

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

20.

Projects and Procurement Sub-Committee

To receive a verbal update from the non-public session of the meeting of the Projects and Procurement Sub-Committee held on 15 April 2024.

 

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

Minutes:

Members received a verbal update from the non-public session of the Projects and Procurement Sub-Committee meeting held on 15 April 2024.

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

21.

Statement of Investment Principles (SIPs) for City Fund and City's Estate

Report of the Chamberlain.

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

Minutes:

Members received a report of the Chamberlain concerning the Statement of Investment Principles.

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

22.

Interest Rates for Loan Facilities - Review

Report of the Chamberlain.

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

Minutes:

Members received a report of the Chamberlain concerning interest rates.

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

23.

Stage 1 - Procurement of the Managed Service Temporary Agency Resource Contract

Report of the Chief People Officer.

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

Minutes:

Members received a report of the Chief People Officer concerning the procurement of a contract.

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

24.

New Spitalfields & Billingsgate Markets Waste Management & Market Cleansing - Procurement Strategy Report and Extension of Current Contract
Stage 1 Report

Report of the City Surveyor.

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

Minutes:

Members received a report of the City Surveyor concerning the procurement of a contract.

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

25.

Prestigious Sites Catering Contract - Procurement Stage 2 Award Report

Joint Report of the City Surveyor and the Deputy Town Clerk.

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

Minutes:

Members received a joint report of the City Surveyor and the Deputy Town Clerk concerning the award of a contract.

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

26.

Corporate Security Services - Procurement Stage 2 Report

Report of the City Surveyor.

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

Minutes:

Members received a report of the City Surveyor concerning the award of a contract.

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

27.

Duplicate Payment Run

Report of the Chamberlain.

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

Minutes:

Members received a report of the Chamberlain concerning a duplicate payment run.

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

28.

Major Project Dashboard - Period 12

Report of the Chamberlain.

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

Minutes:

Members received a report of the Chamberlain concerning major projects.

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

29.

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 29.

30.

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

Minutes:

There was one item of other business in the non-public session.

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