Agenda and minutes

Apologies for absence were received from Alderman Sir Charles Bowman, Henry Colthurst, Karina Dostalova, Deputy Kevin Everett, Deputy Elizabeth Rogula, Ruby Sayed, and Deputy Tom Sleigh.

There were no declarations of interest.

To agree the public minutes of the meeting held on 8^th September 2021.

RESOLVED – that the public minutes of the meeting held on 8^th September 2021 be approved as an accurate record.

Report of the Town Clerk.

The Committee received a Report of the Town Clerk which provided details of outstanding actions from previous meetings.

RESOLVED – that the Committee noted the Report.

Report of the Chamberlain.

The Committee received a Report of the Chamberlain concerning Target Operating Model savings.

Members highlighted their concerns about the pace and effectiveness around securing permanent departmental TOM savings. Officers responded that a great deal of work was currently taking place and, as per the schedule outlined in the Report, Chief Officers would be coming through to the Establishment Committee and the Efficiency & Performance (Finance) Sub-Committee over the coming months to confirm the delivery of their department’s permanent savings.

Officers assured Members that whilst this was a challenging period, the overall flightpath was on track. It was also emphasised that within the current 2021/22 F/Y, the savings will be delivered due to a hold on vacancies; in future years, the savings will be locked in thanks to the new permanent shape of the respective departments after TOM.

The Chamberlain added that, as per the table on page 20, the current TOM pending in-year vacancies savings of £2.8m, needed to be increased over the short-term, this will be a key focus at upcoming bilateral sessions with departmental Chief Officers.

The Chairman of the Efficiency & Performance Sub-Committee (who is also a Member of Establishment Committee) assured Members that E&P was also acutely aware of this vital challenge and will be focusing on this at its upcoming meetings.

The Chair thanked Officers for the Report and asked that further updates are brought to the next meetings of the Committee in December and January respectively.  

RESOLVED – that the Committee noted the Report.

Report of the Chief Operating Officer.

The Committee considered a Report of the Chief Operating Officer concerning the Target Operating Model’s (TOM) City of London School pilot.

Officers confirmed that Recommendation 2 in the Report asked Members to approve a roll out of the particular delegations concerning HR to all City of London institutions and departments (to commence in November 2021 until end of July 2022).

Officers and the Chair emphasised that today’s Report concerned HR functions; the delegation of other enabling services, including Repairs & Maintenance and Procurement functions would be reviewed over the coming months by other Committees - this process would culminate in the spring.  

RESOLVED - that the Committee:

i) Note the positive impact of the greater HR delegations being tested in the City of London School, City of London School for Girls and City of London Freemen’s School as part of the TOM CLS pilot currently underway.

ii. Endorse the rollout of the particular delegations concerning HR within the wider CLS pilot to all CoL institutions and departments to commence in November 2021 until end of July 2022. The pilot will relate to:

• starting point for external appointments

• the starting point for internal acting ups into higher level positions;

• incremental progression - additional awards where there is a justified business case, e.g. as a recognition of examination success related to the post and agreed as a development requirement;

• honoraria payments up to the value of £2500

• a temporary amendment to the delegations of the MFS Board to approve all requests for honoraria payments between £2500 and £7500 regardless of grade

• all requests for honoraria payments proposed by Chief Officers over £7500 to be considered by the MFS Board and recommended to Establishment Committee for its agreement.

iii. A report will be made back to the

Report of the Chief Operating Officer.

The Committee received a Report of the Chief Operating Officer concerning the key Equality, Diversity, and Inclusion activities. It also included the ongoing work towards the Stonewall Diversity Champions programme.

In response to a concern raised about the use of non-gendered pronouns, the Deputy Chair assured Members that no one would be upbraided if they addressed someone by an incorrect pronoun in genuine error. However, if someone deliberately and continuously ignored a person’s wish to be addressed by a non-gendered pronoun, then that would require some form of corrective action.

The Chief Operating Officer informed the Committee that the post-TOM intention was that there would be four individuals assigned as part of the Equality, Diversity & Inclusion team within the wider HR Department - further details would be provided in due course.

RESOLVED – that the Committee noted the Report.

There were no questions.

The following items of urgent business were raised –

The Chair confirmed that the additional special meeting of the Committee had been moved from 11^th to 16^th November.

The Chair forewarned Members that the January 2022 Establishment Committee may exceed the regular 2 hour duration due to likelihood of heavy, TOM focused, agenda.

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.

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 8^th September 2021.

RESOLVED – that the non-public minutes of the meeting held on 8^th September 2021 be approved as an accurate record.

Report of the Town Clerk.

The Committee received a Report of the Town Clerk which provided details of outstanding actions from previous meetings.

Report of the TOM Programme Director.

The Committee received a Report of the Target Operating Model Programme Director concerning progress of the implementation of the TOM.

Report of the Chief Operating Officer.

The Committee considered a Report of the Chief Operating Officer concerning the recruitment of a new Executive Director of Human Resources.

A Question was raised in respect of the Staff Christmas Lunches.

There were no items of urgent business.

To agree the Confidential minutes of the last meeting held on 8^th September 2021.

RESOLVED – that the confidential minutes of the meeting held on 8^th September 2021 be approved as an accurate record.

Report of the Town Clerk.

The Committee received a Report of the Town Clerk which provided details of outstanding actions from previous meetings.

Report of the Remembrancer.

The Committee considered a Report of the City Remembrancer.

Report of the Managing Director of Bridge House Estates.

The Committee considered a Report of the Managing Director of Bridge House Estates.

Report of the Town Clerk.

The Committee considered a Report of the Town Clerk and Chief Executive.

Report of the Town Clerk.

The Committee considered a Report of the Town Clerk and Chief Executive concerning the London Metropolitan Archive.

Report of the Town Clerk.

The Committee considered a Report of the Town Clerk and Chief Executive.

Report of the Executive Director of Human Resources.

Report of the Executive Director of Human Resources and the Chief Operating Officer.

The Committee received a Report concerning the organisation design for the HR Department.

The Town Clerk to be heard.

The Town Clerk had no further update.