Agenda and minutes

Venue: VIRTUAL MEETING – ACCESSIBLE REMOTELY

Contact: Antoinette Duhaney  Email: antoinette.duhaney@cityoflondon.gov.uk

Note: https://youtu.be/RIXW0JS9BqI 

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Rehana Ameer and Sylvia Moys.

 

 ...  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 189 KB

To agree the public minutes and non-public summary of the meeting held on 16 November 2020.

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

Minutes:

RESOLVED -That the public minutes and non-public summary of the meeting held on 116 November 2020 be approved as an accurate record.

 

Matters arising

 

In response to GDPR concerns raised by Members, Officers reported that

Mailchimp and Survey Monkey was used by a small number of staff and Officers undertook to circulate the legal opinion on this matter to Members.

 

RESOLVED – That Officers circulate the legal opinion in respect of GDPR concerns on this matter to Members.

 

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

4.

Outstanding actions pdf icon PDF 114 KB

Joint report of the Town Clerk and the Chamberlain.

 

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

Minutes:

The Sub Committee considered a joint report of the Town Clerk and the Chamberlain outlining outstanding actions and targets for completion.

 

RESOLVED That the Sub Committee notes the report.

 

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

5.

Forward Plan - March 2021 pdf icon PDF 65 KB

Report of the Chamberlain.

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

Minutes:

RESOLVED That the Sub-Committee notes the report.

 

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

6.

Modern.gov App - Digital Access to Committee Documentation pdf icon PDF 173 KB

Joint report of the Town Clerk and the Chamberlain.

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

Minutes:

The Sub Committee considered a report of the Town Clerk looking at ways to enhance user participation at committee meetings and support paper-free ways of working for Members and Officers.

 

During the course of debate, the following observations were made by Members:

 

  • The user access/interface from non-CoL devices was unpredictable;
     
  • On some occasions, hard copies of agenda packs were required;
     
  • It was a challenge to keep track of papers when follow up supplements were circulated in separate emails;

  • Page numbering of agenda packs when viewed via the Mod.gov App were different from numbering when viewed as a pdf email for example;

  • Non-public reports were not always visible.

 

In response to comments and questions from Members, Officers stated that once physical/hybrid meetings resumed, it would be possible to gauge the level of need for paper agenda packs.  Non-public papers could be viewed via the Mod.gov app and assistance was available for any Members who were not able to view Non-public documents.  At present, confidential papers were not uploaded to Mod.gov and going forward, Members would have to decide whether to upload confidential papers which could then be accessed by all Members.  Settings could be adjusted easily to ensure consistency in page numbering across all platforms when viewing papers.

 

Although Members were encouraged by progress thus far, it was felt that:

a)    the pilot should be extended to all members including co-optees;

b)    a status update should be provided to the next meeting:
 

c)    the pilot should be extended beyond June 2021, if felt necessary.

 

RESOLVED

 

1.   That all current members of the Court of Common Council and

Co-opted Members participate in a pilot from March to the end of June 2021 and use the Modern.gov app to view/manage all committee-related documentation.

2.   That Members provide feedback to the

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

7.

Digital Services Strategic Roadmap for the City of London Corporation pdf icon PDF 168 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Sub Committee considered a report of the Chamberlain outlining a proposed Digital Services Strategic Roadmap, developed as a coherent guide to the full digital transformation of public-facing and back office internal services.

 

In presenting the report, Officers advised that having reflected on the achievements of the previous strategy and building on lessons learned from the previous strategy, a new Digital Services Strategic Roadmap, informed by workshops had been developed. Officers also highlighted that Item 10C of the agenda for this meeting was presented to the Efficiency & Performance Sub Committee on 26 February 2021 and going forward, benefits accrued from the new Digital Services Strategic Roadmap would be considered by the Efficiency & Performance Sub Committee.

 

Members stressed the need for feedback mechanisms to take forward the digital agenda and shape the future direction of travel.

 

RESOLVED That Members

 

  1. Approve the City of London Corporation’s Digital Services Strategic Roadmap accompanying this report as the basis in principle for the digital transformation of the CoLC’s services.

 

  1. Support the IT Director in setting the expectation amongst CoLC Officers and Members that this roadmap shall be used as a guide for any local digital transformation initiatives within their own services.

  2. Support the IT Director in setting the expectation amongst CoLC Officers and Members that the CoLC’s IT Director shall be notified of any such local digital initiatives, with a collaborative approach being taken to enable the widest benefits.

4.    Note that a separate but related report will be presented on the CoLP Digital Services Strategic Roadmap which currently awaits agreement from the CoLP Senior Management Board.

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

8.

Digital Inclusion Project - Reference from Community and Children's Services Committee (5 March 2021) pdf icon PDF 126 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Sub Committee considered a report from the Community & Children’s Services Committee regarding proposals to increase digital literacy.

 

Officers reported that a working group was exploring a number of measures to increase digital access for pupils including the possibility of repurposing unused CoL devices.

 

RESOLVED

 

1. That the current activity in place to support digital inclusion for City residents and the approach set out to develop and deliver a programme of support be noted.

2. That consideration be given to donating redundant City of London Corporation laptops to Community Services sites as part of the digital inclusion project.

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

9a

IT Division - IT Service Delivery Summary pdf icon PDF 483 KB

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report from the Chamberlain outlining service incidents for CoL and CoLP.

 

RESOLVED That the Sub Committee notes the report.

 

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

9b

IT Division Risk Update pdf icon PDF 337 KB

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report from the Chamberlain detailing risks and mitigation measures for the IT Division.

 

RESOLVED That the Sub Committee notes the report.

 

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

9c

An IT and Digital Roadmap for More Efficient Ways of Working pdf icon PDF 486 KB

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report from the Chamberlain outlining potential opportunities for more efficient ways of working.

 

RESOLVED That the Sub Committee notes the report.

 

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

10.

Questions on matters relating to the work of the Sub Committee

Minutes:

There were no questions.

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

11.

Any Other Business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

12.

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 12.

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.

 

 

Item No(s)

 

Paragraph(s) in Schedule 12A

12 – 20

3

 

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

13.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 16 November 2020.

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

Minutes:

The Sub-Committee approved the non-public minutes of the meeting held on 26 March 2021 as an accurate record.

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

14.

Non-Public Outstanding Actions

Joint report of the Town Clerk and the Chamberlain.

 

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

Minutes:

The Sub Committee considered a joint report of the Town Clerk and the Chamberlain outlining non-public outstanding actions and targets for completion.

 

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

15.

Cyber Security

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report of the Chamberlain regarding measures to capture and mitigate against risks of a cyber breach.

 

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

16.

Gateway reports

Minutes:

16a

New Financial System and Enterprise Resource Planning Project

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report of the Chamberlain outlining proposals for enabling services under the new Target Operating Model through a single Enterprise Resource Planning System.

 

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

16b

Library Self Service Kiosks

Report of the Director of Community and Children’s Services.

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

Minutes:

The Sub Committee considered a report of the Director of Community & Children’s Services regarding the provision of self-service library kiosks.

 

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

17.

Secure City Programme (SCP) - Year 2

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

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

Minutes:

The Sub Committee considered a joint report of the Director of the Built Environment and the Commissioner, City of London Police seeking to establish a stable security platform and capability to meet the needs of modern-day security and services across the City.

 

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

18.

Secure City Programme (SCP) - Video Management System/Video Analytics Workstream

Joint report of the Director of the Built environment and the Police Commissioner.

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

Minutes:

The Sub Committee considered a joint report of the Director of the Built Environment and the Commissioner, City of London Police regarding a Video Management System/Video Analytics to meet the needs of modern-day security and services across the City.

 

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

19.

Gateway 1-5 - Azure Migration Phase 2 2021

Joint report of the Chamberlain and the Police Commissioner.

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

Minutes:

The Sub Committee considered a joint report of the Chamberlain and Commissioner, City of London Police regarding the migration of Apps and infrastructure to Azure Public Cloud.

 

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

20.

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 20.

21.

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 21.