Agenda and minutes

Venue: VIRTUAL PUBLIC MEETING (ACCESSIBLE REMOTELY)

Contact: Rofikul Islam Tel. No: 020 7332 1174  Email: rofikul.islam@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Rehana Ameer.

 ...  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.

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

3.

Minutes of the previous meeting pdf icon PDF 130 KB

To agree the public minutes and non-public summary of the meeting held on 11 September 2020.

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

Minutes:

 

RESOLVED: That the public minutes of the meeting held on 11 September 2020,  be approved as an accurate record.

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

4.

Outstanding actions from previous meetings pdf icon PDF 114 KB

Joint report of the Town Clerk and Chamberlain.

 

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

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.

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

5.

forward Plan pdf icon PDF 69 KB

Report of the Chamberlain.

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

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.

 

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

6.

Use of IT and Digital by the  Remembrancer’s Office: challenges and opportunities pdf icon PDF 226 KB

Deputy Remembrancer to be heard.

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

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.

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

7.

IT Division - IT Service Delivery Summary pdf icon PDF 397 KB

Report of the Chamberlain.

 

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

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.

 

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

8.

IT Division Risk Update pdf icon PDF 388 KB

Report of the Chamberlain.

 

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

Minutes:

The Sub-Committee received a report of the Chamberlain on IT Division Risk Update.

 

RESOLVED – That the Sub-Committee noted the report.

 

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

9.

Member's IT Provision Policy pdf icon PDF 310 KB

Report of the Chamberlain.

 

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

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

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

10.

Scope of the Digital Services Members Workshop pdf icon PDF 76 KB

Report of the Chamberlain.

 

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

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.

 

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

11.

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.

 

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

12.

Any Other Business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

13.

Design, Build, Support and Hosting for New Website pdf icon 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.

 

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

14.

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 14.

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 14.

15.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 11 September 2020.

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

Minutes:

The non public minutes and non-public summary of the meeting held on 11 September 2020 were approved.

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

16.

Outstanding actions

Joint report of the Town Clerk and Chamberlain.

 

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

Minutes:

The Sub-Committee considered a joint report of the Town Clerk and the Chamberlain which provided updates of outstanding actions from previous meetings.

 

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

17.

Cyber Security

Report of the Chamberlain.

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

Minutes:

The Sub-Committee received the report of the Chamberlain on Cyber Security.

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

17a

Members IT Security Changes

Director of Information, City of London Police to be heard.

 ...  view the full agenda text for item 17a

Minutes:

The Sub-Committee received the verbal update of the Chamberlain on Members IT Security Changes.

 

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

18.

Pension Administration System Procurement

Report of the Chamberlain.

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

Minutes:

The Sub-Committee considered a report of Chamberlain on Pension Administration System Procurement

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

19.

Report of Action Taken Between Meetings

Report of the Town Clerk.

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

Minutes:

The Sub-Committee received a report of the Town Clerk on the report of action taken between meetings

 

 

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

20.

Guildhall event spaces AV replacement / upgrade

Report of the Remembrancer.

 

 

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

Minutes:

The Sub-Committee considered a report of the Remembrancer on the Guildhall event spaces AV replacement/upgrade.

 

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

21.

Personal device replacement (Laptops, Desktops and tablet/mobile device)

Report of the Chamberlain.

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

Minutes:

The Sub-Committee considered a report of the Chamberlain on the Personal device replacement (Laptops, Desktops and tablet/mobile device.

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

22.

Computer Equipment Rooms (CER) Uninterrupted Power supplies (UPS) upgrades.

Report of the Chamberlain.

 

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

Minutes:

The Sub-Committee considered a report of the Chamberlain on the Computer Equipment Rooms (CER) Uninterrupted Power supplies (UPS) upgrades.

 

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

23.

Next Generation Service - National Fraud and Cyber Crime Reporting and Analysis

The Commissioner of the City of London Police to be heard.

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

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.

 

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

24.

Oracle Property Manager (OPN) Replacement

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a report of the City Surveyor on the Oracle Property Manager (OPN) Replacement.

 

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

25.

Secure City Programme (SCP) – CCTV & Telecommunications Workstream

Joint report of the Director of the Built Environment and the Commissioner of City of London Police.

 

 

 

 

 

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

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.

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

26.

IT Services 2020 programme update

Report of the Chamberlain.

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

Minutes:

The Sub-Committee received the report of the Chamberlain on the IT Services 2020 programme update.

 

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

27.

Non-public questions on matters relating to the work of the Sub Committee

Minutes:

There were no non-public questions.

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

28.

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.

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