Agenda and minutes

Apologies were received from Mark Boleat, Jeremy Mayhew and Deputy Dr Giles Shilson.

The Chairman declared a disclosable pecuniary interest in respect of Item 12, as Treasurer of St Lawrence Jewry.

To agree the public minutes and summary of the meeting held on 2 October 2013.

RESOLVED – that the public minutes and summary of the meeting held on 2 October 2013 were approved as a correct record.

Matters Arising

Report Format and Presentation

In response to a comment from a member regarding the format of reports that came before the Sub Committee for consideration, the Sub Committee agreed that the fundamental principles of reporting should include concision, clarity of presentation and no duplication of reporting processes.

Oral report of the City Surveyor.

The Sub Committee received a verbal report on behalf of the City Surveyor regarding the Oracle Property Management System. The City Surveyor noted that the tender for the management system had been carried out and an announcement on its award was due shortly.

In response to a comment from a member regarding potential teething problems in implementing the system – for example, the potential need to anglicise software developed using American English – the City Surveyor noted that lessons had been learnt from witnessing similar transitions at bodies such as the British Aviation Authority (BAA) and that City of London officers had not underestimated the scale of the adjustment required in adopting a new property management system.

Report of the City Surveyor.

The Sub Committee considered an annual update report of the City Surveyor on the Heritage at Risk Register (HARR).

In response to a question from the Chairman over whether the annual reporting process for the HARR remained fit for purpose and relevant, the City Surveyor replied that it remained an important process that helped ensure that the City of London maintained its assets and reputation as a responsible steward of Heritage-at-Risk under its responsibility as well as helping maintain key working relationships with external partners such as English Heritage.

RECEIVED

Report of the Secondary.

The Sub Committee received an update report of the Secondary on the Central Criminal Court’s Business Plan 2013. The Secondary highlighted the fact that the Court had been busier than usual recently due to some high profile trials involving multiple defendants, and that this was forecast to continue into 2014. He noted also that the Court had received positive publicity through Stephen Fry’s Keys to the City television programme.

In terms of financial management he noted that service reviews of both Security and Cleaning had been completed and accepted by Her Majesty’s Courts and Tribunal Service (HMCTS), and furthermore that a three-year catering contract had been awarded to Aramark and had been ‘live’ since 2 September 2013, and was working well thus far.

He highlighted the fact that several staff had been given Learning & Development awards recently.

Finally he concluded by informing the Sub Committee that, budget-wise, the City Fund budget was on target whilst City Cash had a small underspend.

RECEIVED

The Secondary left at this point of the meeting.

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 the 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 Act.

Item(s)                        Paragraph(s)

10-18                           3

To agree the non-public minutes of the meeting held on 2 October 2013.

RESOLVED – that the non-public minutes of the meeting held on 2 October be approved as a correct record.

Report of the Town Clerk.

The Sub Committee considered a report of the Town Clerk on Corporate Property Projects.

RECEIVED

Oral report of the City Surveyor.

Deputy Michael Cassidy took the Chair in the room of Roger Chadwick for the duration of this item.

The City Surveyor provided the sub committee with a verbal report on planned remedial works to St Lawrence Jewry.

Oral report of the City Surveyor.

The City Surveyor provided a verbal update on the planned division of responsibility between the City of London Corporation and Transport for London (TfL).

Report of the City Surveyor.

The sub committee received a report of the City Surveyor regarding National Lottery Grant Aid Monitoring.

RECEIVED

Report of the City Surveyor.

The sub committee considered a report on the City Surveyor’s Business Plan 2013-16 Quarter 2.

RECEIVED

Report of the City Surveyor.

The Sub Committee considered a progress report of the City Surveyor on the Additional Repairs and Maintenance Programmes.

RESOLVED, that:

·         Members receive the report and note overall progress on the Additional Repairs and Maintenance Programmes;

·         Members agree a budget reduction of £49,000 in the 2011/12 programme and £21,000 in the 2012/13 programme in respect of procurement savings made through the Minor Works Framework;

·         Members note the likely savings particularly in respect of the 2011/12 programme given it was nearing the end of its term.

There were no questions.

There was no other business.