Agenda and minutes

Apologies were received from Sir Michael Bear, Mark Boleat, Roger Chadwick, Marianne Fredericks, Rev’d Stephen Haines and Michael Welbank.

There were no declarations.

To consider minutes as follows:-

The public minutes of the meeting held on 18 February 2016 were approved.

The public minutes of the special meeting held on 25 February 2016 were approved.

The draft public minutes of the Projects Sub-Committee meeting held on 25 February 2016 were considered.

Bank Junction Experimental Scheme

A Member drew attention to the funding which had been approved to take the experimental traffic scheme at Bank junction to the next gateway and expressed concern about the high cost. He advised that whilst no cost had been mentioned when the principle of the scheme had been considered by the Policy and Resources Committee, £300,000 was a significant sum which should not be totally utilised before a decision was taken as to whether to abandon the experimental Scheme.

The draft public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 18 February 2016 were noted.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk proposing a number of changes to committee terms of reference and composition.

It was noted that, as a result of the grants review, the terms of reference of the Hampstead Heath, Highgate Wood and Queen’s Park Committee would also need to include a reference to grant giving.

Discussion ensued on increasing the membership of the Freedom Applications Committee to assist in ensuring that future meetings were quorate. It was suggested that consideration be given to the Chairman and Deputy Chairman of the Policy and Resources Committee being able to appoint a representative to attend meetings in their absence and also to a number of additional Members being elected to serve on the Committee. After further discussion, Members supported the Chairman and Deputy Chairman of this Committee nominating a representative in the event of absence and also the appointment of one additional Member of the Policy and Resources Committee, by this Committee, to serve on the Freedom Applications Committee.

RESOLVED – That the following amendments be made to committee terms of reference and included in the annual report to the Court of Common Council for approval:-

1.   Community & Children’s Services

·     to take responsibility for allocating grants from the Combined Relief of Poverty Charity.

·     to take joint responsibility, with the Education Board, for allocating grants from the Combined Education Charity and City Education Trust.

·     to be responsible for the management of the Aldgate Pavilion.

2.   Open Spaces & City Gardens Committee

To take joint responsibility for allocating grants in relation to Open Spaces taking account of any views or recommendations expressed by the Epping Forest and Commons Committee, West Ham Park Committee or Hampstead Heath, Highgate Wood and Queen’s Park Committee as relevant.

3.   Epping Forest & Commons Committee

To express views or

Resolution of the Board of Governors of the City of London School, together with a report of Mr Edward Lord and a report of the Town Clerk.

The Committee considered a resolution of the Board of Governors of the City of London School concerning its governance arrangements and, in particular, the possible options for increasing its membership, together with a proposal on the composition of the Board from Edward Lord and a report of the Town Clerk.

The Chairman advised that the Board’s recommendation was to increase its composition by increasing the number of co-opted Governors from three to five.

A Member referred to the recent expansion of the City Corporation’s academies programme and advised that a substantially higher number of governors would be required over the next few years.

RESOLVED – that the resolution of the Board of Governors of the City of London School be noted and that its composition be amended by increasing the number of co-optees on the Board from three to five.

Joint report of the Town Clerk, Remembrancer and the Comptroller and City Solicitor.

The Committee considered a joint report of the Town Clerk, Remembrancer and the Comptroller and City Solicitor concerning the application of the Local Government (Access to Information) Act to the City Corporation’s non-local authority, port health authority and police authority meetings and functions.

The Remembrancer pointed out that the reason quoted for restricting access to information related to local authorities but was currently applied across all the City Corporation's functions. He expressed concern about the implications of applying a local government restriction to City's Cash functions and the danger of the fund being misconstrued as a public fund. The issue from a constitutional viewpoint was the authority on which the decisions over access were based and not the nature of the information disclosed.

The Chairman drew attention to a set criteria which had been laid round table and which he had requested be prepared to ensure that there was a basis on which the application of access to information on non-local authority matters could be assessed.

Detailed discussion ensued during which, amongst other things, the following comments were made:-

·         In response to a comment that Standing Order Nos. 4(c) and 32 (c) should be made more explicit in terms of who was making the decision on disclosure, the  Assistant Town Clerk suggested that the decision be attributed to the “relevant Committee” rather than the “City Corporation”. He also pointed out that the criteria drawn up for guiding the disclosure of non-local authority business was based on the Access to Information Act and would help to maintain the openness desired.

·         Concern was expressed about possible reputational damage at a time when there was already a lot of suspicion about the City Corporation being secretive about its activities.

·         Reference was made to the decision taken in 1986 which enabled the City Corporation

Report of the Director of the Built Environment.

NB: This report will have been considered by the Planning and Transportation Committee on 10 March 2016 and the outcome will be reported verbally at the meeting.

The Committee considered a report of the Director of the Built Environment concerning the City Corporation’s response to the Mayor of London’s consultation exercise on the north-south cycle superhighway between Stonecutter Street and King’s Cross.

Attention was drawn to the text of the proposed response and, in particular, the reference to Tudor Street. Members were advised that the response had been approved by the Planning and Transportation Committee subject to that reference being enhanced and strengthened. However, since then, Standing Order No 9(4)(a) had been invoked and the traffic orders required to effect the closure of that street would now need to be determined by the Court of Common Council. It was therefore suggested that the response to TfL should exclude any reference to Tudor Street at this stage.

Members felt that it was important to highlight to TfL that comments in relation to the Tudor Street element of the north-south cycle superhighway proposals were still being assessed and would follow. The Chairman added that it was also intended that the letter would be signed by the Chairman of the service committee, rather than the Policy and Resources Committee.

RESOLVED – That the response be approved subject to the inclusion of suitable wording making TfL aware that further comments would follow in relation to Tudor Street and it be noted that the response would come from the Chairman of the Planning and Transportation Committee.

Joint report of the City Planning Officer and the Comptroller and City Solicitor.

NB: This report will have been considered by the Planning and Transportation Committee on 10 March 2016 and the outcome will be reported verbally at the meeting.

The Committee considered a joint report of the Chief Planning Officer and the Comptroller and City Solicitor concerning the potential acquisition of land for planning purposes by agreement under section 227 (“S227”) of the Town & Country Planning Act 1990 (“TCPA”) enabling the operation of powers under Section 237 of the Town & Country Planning Act 1990 (“S237”) to facilitate the carrying out of the redevelopment of 21 Moorfields.

The Committee noted that the proposal had been approved by the Planning and Transportation Committee.

A Member referred to the importance of exercising powers such as this and expressed concern about the decision taken previously to remove the Policy and Resources Committee from the approvals process. He suggested that the proposal be revisited and reported back to Committee for consideration. Members supported his suggestion.

RESOLVED – That:-

1.     the acquisition of an interest in the Redevelopment Site by the City Corporation under S227 of the Town and Country Planning Act 1990 be approved in order to engage powers under S237 for the planning purpose of facilitating the carrying out of the Development (in its current form or as it may be varied or amended) and subsequent disposal of that interest to the Owners (or an associated company) under section 233 of the Town and Country Planning Act 1990, subject to the Town Clerk determining in consultation with the Chairman and Deputy Chairman of Planning and Transportation Committee:-

(i)              that adequate attempts had been made to remove injunction risks by negotiating release of affected rights of light by agreement and that those entitled to rights of light were not prepared, by agreement (on reasonable terms and within a reasonable time) to permit infringements of those rights in time to achieve the development programme;

(ii)             that there was suitable Indemnity in place; and

(iii)

Joint report of the Chief Planning Officer and Comptroller and City Solicitor.

NB: This report will have been considered by the Planning and Transportation Committee on 10 March 2016 and the outcome will be reported verbally at the meeting.

This item was withdrawn for further work.

Report of the Deputy Town Clerk.

NB: This report will also have been considered by your Resource Allocation Sub-Committee earlier this day.

The Committee considered a report of the Deputy Town Clerk concerning the implementation of the Grants Review.

The Chairman pointed out that the Resource Allocation Sub-Committee had also considered the report and had recommended approval subject to the Finance Committee Chairman’s Discretionary Fund of £10,000 being abolished.

Members questioned the ratio of the resources required to run the Central Grants Unit in comparison to the amount of funds it would dispense. The Chief Grants Officer undertook to look at the resourcing of the unit. In the meantime, it was suggested that the reference to the approval of any resources for the Unit be removed. 

A Member stated that, whilst he understood the journey of the review and the proposed themes, it did not cover the grant made to the Reserve Forces and Cadets Association (RFCA) of £42,000 each year. He advised that he was appointed by the City Corporation to serve on that body and referred to the valuable contribution that Defence and the RFCA made to the Lord Mayor’s Show. He questioned whether there were any other grants of this nature that might have been overlooked and whether sufficient flexibility had been built into the new arrangements to deal with matters such as this. Members were advised that funding for the RFCA was classified as on-going spend and not a grant. It therefore needed to be recognised as such in a relevant budget. Consideration was currently being given to it becoming part of the Remembrancer’s local risk budget. The Member expressed concern that funding for the RFCA had now come to an end and suggested that until a relevant departmental budget was established, the £42,000 required to support the Association for this year be met from the underspend on the Policy Initiative Fund or Committee contingency. The Chairman suggested,

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

NB: This report was considered and approved by the Education Board.

The Committee considered a report of the Director of Community and Children’s Services concerning the appointment of City Corporation Officers as governors on the City of London Academy Trust local governing bodies.

RESOLVED – That officers of the City of London Corporation with the appropriate experience and skills, be eligible to be nominated or appointed to fill appropriate governor vacancies on the City of London Academies Trust local governing bodies where the vacancy does not require the appointee to be an elected Member of the Court of Common Council.

Report of the Director of Economic Development.

The Committee considered a report of the Director of Economic Development concerning the Centre for Policy Studies annual Margaret Thatcher Lecture.

Members noted that the April date of the Lecture had been postponed and that a revised date would be announced in due course.

RESOLVED – That a sum of £22,500 be  provided from the Policy Initiatives Fund 2016/17 to support the Centre for Policy Studies Margaret Thatcher Lecture 2016 with George Osborne MP and that it be categorised under ‘Events’ and charged to ‘City’s Cash’.

Report of the Director of Economic Development.

The Committee considered a report of the Director of Economic Development concerning the Centre for Policy Studies annual Margaret Thatcher Lecture.

Members noted that the April date of the Lecture had been postponed and that a revised date would be announced in due course.

RESOLVED – That a sum of £22,500 be  provided from the Policy Initiatives Fund 2016/17 to support the Centre for Policy Studies Margaret Thatcher Lecture 2016 with George Osborne MP and that it be categorised under ‘Events’ and charged to ‘City’s Cash’.

Report of the Director of Communications.

The Committee considered a report of the Director of Communications concerning the future of the Lord Mayor’s show Fireworks display.

RESOLVED – that approval be given to the following:-

1.       a public fireworks display being held by the City of London Corporation following the Lord Mayor’s Show in 2016, 2017 and 2018 with full legal and financial responsibility for its management and delivery;

2.       expenditure not exceeding £125,000 per annum for the provision of all aspects of the planned fireworks display, including the fireworks display itself, and all the traffic management, public safety, and crowd and related events management issues, to be met from the Committee’s contingency for 2016/17 and charged to City’s Cash;

3.       the re-appointment of AD Health & Safety as the specialist provider to deliver the operational requirements of the event in 2016; 

4.       consideration be given to how best to secure sponsorship to cover all or some of the costs associated with the future delivery of the event; and

5.       the Town Clerk be authorised, in consultation with the Chairman and Deputy Chairman, to agree all arrangements and provide assurances (including warranties and indemnities), required to enable the fireworks display following the Lord Mayor’s Show in 2016, 2017 and 2018 to proceed safely and successfully.

Report of the Chamberlain.

The Committee considered a report of the Chamberlain concerning the Policy Initiatives Fund and the Committee Contingency.

RESOLVED – That the report be noted and that the unused provision in 2015/16 Policy Initiatives Fund (£133,000) and Committee Contingency (£123,700) be carried forward to 2016/17.

Report of the Remembrancer.

NB: This report will also have been considered by your Hospitality Working Party on 16 March 2016.

The Committee considered a report of the Remembrancer updating it on the management of the department’s risks.

RESOLVED – That the report be noted.

Report of the Director of Economic Development.

The Committee considered a report of the Director of Economic Development concerning the Chairman’s visit to New York in February 2016.

RESOLVED – That the report be noted.

There were no questions.

There were no items of urgent business.

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 the Schedule 12A of the Local Government Act.

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 the Schedule 12A of the Local Government Act:-

Item Nos.                         Paragraph(s) in Schedule 12A

21 - 25                                                3

Part 2 – Non-Public Agenda

To consider non-public minutes of meetings as follows:-

The non-pubic minutes of the meeting held on 18 February 2016 were approved.

The draft non-pubic minutes of the Projects Sub-Committee meeting held on 25 February 2016 were noted.

The draft non-pubic minutes of the Cultural Hub Working Party meeting held on 3 February 2016 were noted.

The draft non-pubic minutes of the Hospitality Working Party meeting held on 26 February 2016 were noted.

Joint report of the Chamberlain and the Remembrancer.

NB: This report will have been considered by your Hospitality Working Party on 16 March 2016 and the outcome will be reported verbally at the meeting.

The Committee considered and agreed a report of the Remembrancer concerning the annual review of charges for the use of Guildhall.

Report of the Chamberlain.

The Committee considered and agreed a report of the Chamberlain concerning a request for funding in respect of the Museum of London.

Report of the Chamberlain.

NB: To be read in conjunction with the separately bound non-public appendices (circulated electronically only). This report will also have been considered by your Resource Allocation Sub-Committee earlier this day.

The Committee considered and approved a report of the Chamberlain concerning the allocation of funding to three projects, namely, the One Safe City; Contact Centre Relocation and the Museum of London.

Report of the Director of Economic Development.

The Committee considered a report of the Director of Economic Development concerning TheCityUK.

There were no questions.

There were no items of urgent business.

The confidential minutes of the meeting held on 18 February 2016 (circulated to Members only) were approved.