Venue: VIRTUAL PUBLIC MEETING (ACCESSIBLE REMOTELY)
Contact: Rofikul Islam Tel. No: 020 7332 1174 Email: rofikul.islam@cityoflondon.gov.uk
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Apologies Minutes: Apologies were received from Rehana Ameer. |
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Members' Declarations under the Code of Conduct in respect of items on the agenda Minutes: There were no declarations. |
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Minutes of the previous meeting PDF 130 KB To agree the public minutes and non-public summary of the meeting held on 11 September 2020. Minutes:
RESOLVED: That the public minutes of the meeting held on 11 September 2020, be approved as an accurate record. |
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Outstanding actions from previous meetings PDF 114 KB Joint report of the Town Clerk and Chamberlain.
Minutes: The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings. The report also provided information of the Sub-Committee’s proposed work plan for forthcoming meetings.
RESOLVED – That the Sub-Committee noted the report. |
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Report of the Chamberlain. Minutes: The Chairman noted that the ERP needs to be added to the forward plan for 2021.
RESOLVED – That the Sub-Committee noted the forward plan.
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Use of IT and Digital by the Remembrancer’s Office: challenges and opportunities PDF 226 KB Deputy Remembrancer to be heard. Minutes:
The Sub-Committee received a verbal update on the use of IT and Digital by the Remembrancer’s Department: challenges and opportunities by the Remembrancers Department.
The Sub-Committee was informed that the Remembrance’s Office is utilizing its technology more now than ever before. Some of their Smart Working are carried out across the Corporation, whereas others are more specifically at a targeted audience. Some of the Smart Working of the Remembrance’s Office includes the use of Microsoft Forms, a data capturing platform to register guest registration for the City’s Events Team, as well as Microsoft Stream, which is a new platform being used to upload City’s Webinar contents, this has been useful during COVID-19.
In terms of other developments, Microsoft Dynamic 365, a centralized CRM software, is used by multiple departments across the Corporation, including the Mansion House and Innovation and Growth Department. Microsoft Dynamic 365 allows the software to be integrated with other tools, including the recently introduced Dynamic Power Apps, enabling a real-time check-in app.
The Sub-Committee was further informed that in May 2020, Zoom Business was another app that had been utilized by the Remembrance’s Department. Ten licenses for two webinars were purchased by the Department, this has now increased to 13 licenses, and 5 webinars add on, which are being used by the Mansion House and the Innovation and Growth Department.
The Sub-Committee was informed that since May 2020, the Zoom Business account was used for 274 meetings, 2974 meeting participants, 96 webinars, and 2983 webinar views.
In terms of plans for the department, technology advancement includes a centralized system that will enable sophisticated communication tools, RSVPs automatically record and registered on dynamics, and live recording across the Corporation. Besides, the Sub-Committee was informed that the Guildhall events website is under reconstruction and will be updated soon. |
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IT Division - IT Service Delivery Summary PDF 397 KB Report of the Chamberlain.
Minutes: The Sub-Committee received a report of the Chamberlain on the IT Division – IT Service Delivery Summary.
RESOLVED – That the Sub-Committee noted the report.
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IT Division Risk Update PDF 388 KB Report of the Chamberlain.
Minutes: The Sub-Committee received a report of the Chamberlain on IT Division Risk Update.
RESOLVED – That the Sub-Committee noted the report.
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Member's IT Provision Policy PDF 310 KB Report of the Chamberlain.
Minutes: The Sub-Committee considered a report of the Chamberlain on the Member’s IT Provision Policy.
The Sub-Committee was informed that the report proposes a new Policy for the provision of IT equipment to support the 125 elected Members of the City of London. The policy seeks to clarify some of the legacy support offered to Members, such as the use of printers and broadband.
The Sub-Committee was further advised that this policy and report was written before the security updates, and as such, Members should make a note of this. This was followed by another member who asked if the provision around the use of printers and the rules which govern the matter can be relaxed so that Members who do not live within the Square Mile can benefit from this given that in COVID-19, they are not allowed to come into the Guildhall in order to print any documents. The Chairman responded that the City of London is working to make better the use of electronic papers, rather than printing large volumes of papers. This was followed by another Member who echoed the same message as the Chairman.
Another member commented that in light of the virtual meeting, he has resorted to using multiple screens, and as such, he is not using any printed agenda packs; however, he raised concerns that once the meetings are in person again, the use of multiple screens may not be possible.
The Deputy Chairman commented that they are multiple tools available in terms of working from a portal but there is a need to look at the costs and security aspect of such tools. This will allow Members to access papers both from their devices as well as the City of London devices. This has been replicated by other local authorities. The Chairman noted |
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Scope of the Digital Services Members Workshop PDF 76 KB Report of the Chamberlain.
Minutes:
The Sub-Committee received a report of the Chamberlain on the Scope of the Digital Services Members Workshop. The Director of IT in the City of London commented that the paper summarises the scope of the Members Digital Services Workshop, which is planned for 25 November 2020 at 4-5.30pm. The workshop aims to look at the priorities of the City of London’s IT services and the costs aligned to the services.
The proposed agenda was provided to the Sub-Committee, and the Director of IT sought further guidance from the Sub-Committee. The Chairman welcomed any further ideas and asked that the invite to the workshop be sent to this Sub-Committee.
RESOLVED – That the Sub-Committee noted the report.
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Questions on matters relating to the work of the Sub Committee Minutes: A Member noted that the use of or proactive marking is no longer being cited on the papers. The Director of IT in the City of London commented that this has now been rolled out to several services, but there have been some challenges from the Comptroller and City Solicitor, which need to be addressed. He assured the Sub-Committee that the future committee's papers would have a proactive marking.
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Any Other Business that the Chairman considers urgent Minutes: There were no items of urgent business. |
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Design, Build, Support and Hosting for New Website PDF 703 KB Minutes: The Sub-Committee received a report of the Town Clerk on the Design, Build, Support and Hosting for New Website.
There was a discussion around the new web site and a Member raised a comment that the Member Register of Interest information section of the website is rather difficult to negative to. Officers agreed to look further into this and come back to the Sub-Committee, after the meeting.
RESOLVED – That the Sub-Committee noted the report.
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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. 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.
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Non-public minutes of the previous meeting To agree the non-public minutes of the meeting held on 11 September 2020. Minutes: The non public minutes and non-public summary of the meeting held on 11 September 2020 were approved. |
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Outstanding actions Joint report of the Town Clerk and Chamberlain.
Minutes: The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings.
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Cyber Security Report of the Chamberlain. Minutes: The Sub-Committee received the report of the Chamberlain on Cyber Security. |
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Members IT Security Changes Director of Information, City of London Police to be heard. Minutes: The Sub-Committee received the verbal update of the Chamberlain on Members IT Security Changes.
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Pension Administration System Procurement Report of the Chamberlain. Minutes: The Sub-Committee considered a report of Chamberlain on Pension Administration System Procurement |
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Report of Action Taken Between Meetings Report of the Town Clerk. Minutes: The Sub-Committee received a report of the Town Clerk on the report of action taken between meetings
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Guildhall event spaces AV replacement / upgrade Report of the Remembrancer.
Minutes: The Sub-Committee considered a report of the Remembrancer on the Guildhall event spaces AV replacement/upgrade.
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Personal device replacement (Laptops, Desktops and tablet/mobile device) Report of the Chamberlain. Minutes: The Sub-Committee considered a report of the Chamberlain on the Personal device replacement (Laptops, Desktops and tablet/mobile device. |
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Computer Equipment Rooms (CER) Uninterrupted Power supplies (UPS) upgrades. Report of the Chamberlain.
Minutes: The Sub-Committee considered a report of the Chamberlain on the Computer Equipment Rooms (CER) Uninterrupted Power supplies (UPS) upgrades.
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Next Generation Service - National Fraud and Cyber Crime Reporting and Analysis The Commissioner of the City of London Police to be heard. Minutes: The Sub-Committee received the joint report of the Chamberlain and the Commissioner of the City of London Police on the Fraud and Cyber Crime Reporting and Analysis Service – Stage 1 Procurement Strategy Report.
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Oracle Property Manager (OPN) Replacement Report of the City Surveyor. Minutes: The Sub-Committee considered a report of the City Surveyor on the Oracle Property Manager (OPN) Replacement.
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Secure City Programme (SCP) – CCTV & Telecommunications Workstream Joint report of the Director of the Built Environment and the Commissioner of City of London Police.
Minutes: The Sub-Committee received the joint report of the Director of the Built Environment and the Commissioner of the City of London Police on the Secure City Programme (SCP) – CCTV & Telecommunications Workstream. |
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IT Services 2020 programme update Report of the Chamberlain. Minutes: The Sub-Committee received the report of the Chamberlain on the IT Services 2020 programme update.
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Non-public questions on matters relating to the work of the Sub Committee Minutes: There were no non-public questions. |
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Any Other Business that the Chairman considers urgent and which the Sub Committee agree should be considered whilst the public are excluded Minutes: There was no other non-public business. |