Agenda and minutes

Venue: Virtual Meeting

Contact: John Cater
tel. no.: 020 7332 1407  Email: john.cater@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Karina Dostalova, Deputy Kevin Everett, and Elizabeth Rogula.

 

On behalf of the Committee, the Chair took the opportunity to thank the departing Sylvia Moys for her huge contribution during her time on the Committee.

 

The Chair welcomed Tom Sleigh to the Committee.

 

 

 ...  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.

Vote-of-Thanks

Minutes:

Tracey Graham moved a voted of thanks to Edward Lord, the immediate past Chairman.

 

RESOLVED UNANIMOUSLY: That the Members of the Establishment Committee express their sincere thanks to:

 

DEPUTY EDWARD LORD OBE JP

 

for the exemplary manner, diligence and dedication in which they have presided over their deliberations and the detailed attention and interest they have shown in all aspects of the work of the Establishment Committee for the past three years.

 

The sheer range of policies and initiatives that Edward has successfully overseen during this time has been nothing short of remarkable; from family friendly policies, including uplifts to maternity, adoption & shared parental pay, the introduction of the Premature Baby Paid Leave Scheme, which earned the City Corporation the award of the “Employer with Heart Charter”, and additional provision for paid leave under the Parental Bereavement (Leave and Pay) Act 2018, to significant new initiatives with the wellbeing of staff and Members at their core, including the introduction of a Mental Health and Wellbeing Policy, the roll-out of free private flu vaccinations for all staff and Members, and the expansion of the Employee Volunteering Programme.

 

However, it is Edward’s drive and passion for the equalities agenda that will stand as their greatest impact. Quite simply, the work of the Committee over the last three years has helped to bring about a transformation to the culture of the Corporation, the legacy of which will leave a truly more diverse and inclusive workplace in the years ahead.  

 

During their period as Chair, we have continued to enhance data collection and analysis to inform our Equality and Inclusion Action Plan, both at the departmental level and corporately. This has been a vital tool in identifying areas of concern and where further analysis and detailed work needs to be done. This has led

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

4.

Minutes pdf icon PDF 134 KB

To agree the public minutes of the meeting held on 26th March 2021.

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

Minutes:

RESOLVED – That the public minutes of the meeting held on 26th March 2021

be approved as an accurate record.

 

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

5.

APPOINTMENT OF THE JOINT CONSULTATIVE COMMITTEE

To appoint four Members, in addition to the Chair, Deputy Chair and representative of the Finance Committee, to the Joint Consultative Committee.

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

Minutes:

After requesting expressions of interest, it was:

 

RESOLVED – that the following appointments be made to the Joint Consultative Committee for 2021/22:-

 

               Chair of the Establishment Committee (Chair of the JCC);

               Deputy Chair (Deputy Chair of the JCC);

               Randall Anderson;

               Deputy Keith Bottomley;

               Sheriff Christopher Hayward;

               Jamie Ingham Clark and;

               The Finance Committee representative, Jeremy Mayhew.

 

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

6.

APPOINTMENT OF THE SENIOR REMUNERATION SUB COMMITTEE

To appoint the following Members to the Senior Remuneration Sub-Committee:

 

Chair of the Establishment Committee (Chair)

Chair of the Policy and Resources Committee (Deputy Chair)

Deputy Chair of the Establishment Committee

A Deputy Chair of the Policy and Resources Committee

Chairman of the Finance Committee

Chairman of the General Purposes Committee of Aldermen

Up to 3 additional members of the Establishment Committee

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

Minutes:

After requesting expressions of interest, it was:

 

RESOLVED – that the following appointments be made to the Senior Remuneration Sub- Committee for 2021/22:-

 

·         Chair of the Establishment Committee (Chair of the Sub Committee);

·         Chair of the Policy and Resources Committee (Deputy Chair of the Sub Committee, subject to confirmation by the Policy and Resources Committee);

·         Deputy Chair of the Establishment Committee;

·         a Deputy Chair of the Policy and Resources Committee – subject to confirmation by the Policy and Resources Committee

·         Chairman of the Finance Committee

·         Chairman of the General Purposes Committee of Aldermen;

·         Keith Bottomley

·         Henry Colthurst

·         Jeremy Mayhew

·         Ruby Sayed

 

 

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

7.

Taking Forward Tackling Racism Taskforce Recommendation on Work Placements pdf icon PDF 201 KB

Report of the Director of Human Resources.

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

Minutes:

The Committee considered a Report of the Director of Human Resources concerning the Tackling Racism Taskforce staffing workstream.

 

Whilst supportive of the recommendations, Members asked the Director of Human Resources to go back and identify an explicit funding source and/or de-prioritise something else in order to afford the recruitment of the proposed Coordinator.

 

If an internal funding source wasn’t available, then an appeal to Policy & Resources should be made for additional funding.

 

RESOLVED – that the Committee:

 

·         Approved the proposed targeted work experience/internship scheme that will

complement the current offers by targeting not only students from BAME, and lower

socio-economic backgrounds, but also those from the most underrepresented

groups across the City Corporation (Disability, LGBT and Women). This programme

will be offered to our academies as a first priority and the Corporation will work with

external organisations wherever possible to widen its reach.

 

·         Requested the Director of Human Resources go back and identify an explicit funding source and/or de-prioritise something else in order to afford the recruitment of the proposed Coordinator.

 

If an internal funding source wasn’t available, then an appeal to Policy & Resources should be made for additional funding at its meeting on 13th June.

 

·         Endorsed the proposed changes to the way that current training budgets are

allocated and accessed in that all departmental training budgets are put into a

central holding account until costed development plans are agreed and the monies

can be reallocated. This will be proposed to the Policy and Resources Committees

on the 13 June 2021 for approval. Development pathway programmes will be

developed during 2021 combining internal and external providers. External

providers being subject to procurement under the City of London Procurement

Code of Practice.

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

8.

Workplace Design Principles pdf icon PDF 112 KB

Report of the City Surveyor.

 

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

Additional documents:

Minutes:

The Committee received a Report concerning workplace principles.

 

Members welcomed the paper as forward thinking and looked forward to seeing a further update in due course.

 

RESOLVED – that the Committee noted the Report.

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

9.

Member Remote Working and Return to Guildhall pdf icon PDF 167 KB

Report of the Town Clerk.

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

Minutes:

The Committee received a Report of the Town Clerk concerning remote working arrangements for Members and the plans for a return to Guildhall.

 

RESOLVED – that the Committee noted the Report. 

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

10.

Brexit Update pdf icon PDF 114 KB

Report of the Director of Human Resources.

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

Minutes:

The Committee considered a Report of the Director of Human Resources concerning Brexit.

 

RESOLVED – that the Committee agreed to the removal of Brexit updates as a standing item on the Establishment Committee agenda, pending any future developments.

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

11.

Corporate Home / Remote Working Policy (Health and Safety) (Draft) pdf icon PDF 139 KB

Report of the Director of Human Resources.

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

Additional documents:

Minutes:

The Committee considered a Report of the Director of Human Resources concerning a proposal for a new corporate policy for Home and Remote Working.

 

Officers confirmed that, when it came to adhering to the Corporation’s remote working policies, there was a high level of compliance amongst the workforce during the pandemic and the tools were in place for HR to carry out robust assessments.

 

A Member asked what the Corporation had spent to equip people to work from home over the course of the pandemic. Officers would return with the figure at the next meeting of the Committee.

 

In response to a query, officers confirmed that both policies (ITEMS 11 and 12) apply to officers only (i.e. not Members).

 

RESOLVED – that the Committee endorsed the draft Home Working and Remote Policy (Health and Safety).

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

12.

Corporate Noise and Vibration Policy (draft) pdf icon PDF 137 KB

Report of the Director of Human Resources.

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

Additional documents:

Minutes:

The Committee considered a Report of the Director of Human Resources concerning a proposal for a new corporate policy for Noise and Vibrations.

 

RESOLVED – that the Committee endorsed the proposed draft Noise and Vibration Policy (Health and Safety).

 

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

13.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions.

 

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

14.

Any other business that the Chair considers urgent

Minutes:

There were no urgent items.

 

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

15.

Exclusion of the Public

MOTION - That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business 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 15.

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.

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

16.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 26th March 2021.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 26th March 2021 be approved as an accurate record.

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

17.

Non-Public Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

18.

Any other business that the Chair considers urgent and which the Committee agrees should be considered whilst the Public are excluded

Minutes:

There were no items of urgent business.

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

19.

Confidential Minutes

To agree the Confidential minutes of the last meeting held on 26th March 2021.

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

Minutes:

The confidential minutes of the meeting held on 26th March were approved.

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

20.

Target Operating Model - Update on progress

Report of the Town Clerk.

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

Minutes:

The Committee received a Report of the Town Clerk concerning the Target Operating Model (TOM).

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

21.

Comptroller & City Solicitor’s Department - TOM update

Report of the Comptroller & City Solicitor.

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

Minutes:

The Committee considered a Report of the Comptroller and City Solicitor concerning the Target Operating Model (TOM) and Organisational Design (OD) principles.

 

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

22.

Extension to the 55-59 Flexible Retirement Opportunity

Report of the Director of Human Resources.

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

Minutes:

The Committee considered a Report of the Director of Human Resources concerning an extension of the flexible retirement opportunity.

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

23.

Honorarium (1)

Report of the Director of Human Resources.

 

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

Minutes:

The Committee considered a request for an honorarium.

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

24.

Honorarium (2)

Report of the Director of Human Resources.

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

Minutes:

The Committee considered a request for an honorarium.

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

25.

Town Clerk's Update

The Town Clerk to be heard.

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

Minutes:

Further to the Town Clerk’s comments earlier in the meeting, there was no further updates.

 

 

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