Agenda and minutes

Venue: VIRTUAL MEETING – https://youtu.be/-eqskypaIsw

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

Items
No. Item

COVID-19 Approval Process

Any views reached by the Sub Committee were considered by the Chamberlain after the meeting in accordance with the Court of Common Council’s Covid Approval Procedure who will make a formal decision having considered all relevant matters. This process reflected the current position in respect of the holding of formal Local Authority meetings and the Court of Common Council’s decision of 15th April 2021 to continue with virtual meetings and take formal decisions through a delegation to the Town Clerk and other officers nominated by him after the informal meeting has taken place and the will of the Sub Committee is known in open session. Details of all decisions taken under the Covid Approval Procedure will be available on line via the City Corporation’s webpages.

1.

Apologies

Minutes:

Apologies were received from Deputy Roger Chadwick and Alderman Prem Goyal for an early departure from the meeting.

 ...  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 pdf icon PDF 133 KB

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

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

Minutes:

 

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

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

4.

Outstanding Actions From Previous Meetings pdf icon PDF 107 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 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.

 

Members were advised that Action 3 had been completed.

 

The Town Clerk provided an update on Action 6. Members had been approached to have the Mod.Gov app installed. 36 Members had registered and most members of the Sub-Committee were using it on regular basis. The Town Clerk was in the process of collating feedback; it was clear that some users were very happy on how it functioned. However, officers were also aware of user issues and in order to address these, officers had engaged in a discussion with Civica. The rollout of the app was now happening on a wider basis but take up was still limited. The Chairman noted that when you annotate a document it stores locally on device, therefore should something happen to the device, one would lose annotations as well. Drop-in sessions were running to allow Members to learn how to use the app and get the most out of it. These would run weekly to early July.  Ongoing support would include resources, such as guides and videos.

 

Following a question, officers confirmed that as this was a pilot, it had not been issued
co-optees yet. As you do not need to use a COL device, there should not be an issue with co-optees using the system. The work was generally encouraging but there were some frustrations in need of addressing. If the app moves beyond a pilot phase, it would need to be a proper project as it had already proven resource intensive.

 

RESOLVED – That the Sub-Committee notes the report.

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

5.

Work Programme for future meetings (May 2021) pdf icon PDF 81 KB

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report of the Chamberlain setting out items for consideration at future meetings.

 

RESOLVED That the Sub-Committee notes the report.

 

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

6.

Digital Adoption Dashboard for the City of London Corporation pdf icon PDF 2 MB

Presentation by the Chamberlain.

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

Minutes:

The Sub Committee considered a presentation from the Chamberlain regarding proposals to support Departments along the Digital Services Strategic Road Map pathways.

 

The Sub-Committee were given updates on the volume of work delivered through Microsoft. The use of Teams has increased up to 2300 regular users, this number was at 1200 a year ago. There was an increase in Teams meetings being held. Skype had been retired by the City early, ahead of Microsoft decommissioning it.

 

The newly refurbished AV equipment in the meeting rooms at Guildhall were already proving their worth – but usage was expected to increase along with the return to office working.

 

It was noted that it was not helpful to directly compare departments due to types of roles held. For example, officers in Open spaces and Markets would not necessarily be desk based for much of the day (if any). This was not negative, but it was interesting to see adoption/take up.

 

SharePoint usage had increased from 1200 sites to 1800. This had become a key tool in last year.

 

IT were reaching out to departments to find out what was holding them back and finding digital solutions, instilling a culture of continuous improvement.  There was an ambition to benchmark against other organisations, particularly those with Local Authority functions, in order to learn lessons on hard to reach areas and digital inclusion policy and training

 

RESOLVED – That the presentation is noted.

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

7.

New Telephony Solution (oral report)

Report of the Chamberlain

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

Minutes:

The Sub-Committee considered an oral update from the Chamberlain.

 

A delegated authority was sought for a Gateway 3-5 Report concerning the new telephony solution. Current equipment was 20 years old and no longer fit for purpose. There were a few options available to the City, including a Mitel core platform and upgrading for an E5 license for Microsoft. This option came at an additional cost, but Members were keen to measure the cost against the additional benefits, such as strengthened cyber security.

 

The Chairman requested that a meeting be held between himself, relevant officers, the Deputy Chairman, Chairman of Finance Committee and Dawn Wright so that they could be consulted on the options.

 

RESOLVED - That Members delegate authority to consider a Gateway 3-5 Report on the new Telephony System to the Town Clerk, in consultation with the Chairman and Deputy Chairman of the Sub-Committee.

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

8.

Gateway Reports

Minutes:

8a

Audio Visual Refresh for City of London Police pdf icon PDF 170 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Sub Committee considered a report of the Chamberlain regarding design and installation of Audio-Visual solutions for Meeting Rooms across the CoLP estate.

 

RESOLVED – That Members note the report.

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

8b

Design, build, support and host for new website pdf icon PDF 169 KB

Report of the Town Clerk.

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

Minutes:

The Sub Committee considered a report of the Town Clerk regarding a project closure in respect of the design, build, support and hosting for a new CoL website.

 

RESOLVED – That Members not the report

 

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

8c

Social Care Case Management System pdf icon PDF 152 KB

Report of the Director of Community & Children's Services

 

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

Minutes:

The Sub Committee considered a report of the Director of Community & Children's Services regarding a new IT system with NHS interface to manage caseloads for Children and Adults Social Care users.

Last time work like this had been undertaken, officers underestimated effort to move data over. This was now added to risk and efforts had been made to mitigate that risk.


RESOLVED – That Members note the report.

 

 

 

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

9.

IT Division - IT Service Delivery Summary pdf icon PDF 440 KB

Report of the Chamberlain

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

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 9.

10.

IT Division Risk Update pdf icon PDF 346 KB

Report of the Chamberlain.

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

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 10.

11.

Questions on matters relating to the work of the Sub Committee

Minutes:

There were no questions.

 ...  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.

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 13.

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

14 – 19

3

 

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

14.

Non-public minutes of the previous meeting

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

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

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 14.

15.

Corporate WAN contract extension

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report of the Chamberlain regarding the CoL Local Area and Wide Area Networks.

 

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

16.

CR 16 Information Security Risk - Deep Dive

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report of the Chamberlain regarding an extensive programme of work to mitigate the risks identified within CR16.  

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

17.

Gateway Reports

Minutes:

17a

OPN Replacement - Request for Delegated Authority

Report of the City Surveyor.

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

Minutes:

The Sub Committee considered a report of the Chamberlain seeking delegated authority for the Chamberlain to approve  a Gateway 5 report.  

 

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

17b

Law Enforcement Community Network (LECN)

Report of the Chamberlain.

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

Minutes:

The Sub Committee considered a report of the Chamberlain regarding the Public Sector Network for Policing.

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

18.

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 18.

19.

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 19.