Agenda and minutes

Apologies were received from Doug Barrow, The Rt Hon The Lord Mayor Alderman Peter Estlin, Shravan Joshi, Deputy Joyce Nash, Mark Wheatley, and Deputy Philip Woodhouse.

There were none.

To consider minutes as follows:-

The minutes of the meeting of the Policy and Resources Committee held on 6 June 2019 were approved.

Matters Arising

City Education Grant Funding Joint Working Party –The Chair highlighted ongoing discussions in relation to the composition of this Working Party. Members supported the Chair in re-confirming the Committee’s decision at its last meeting in respect of its four appointments to the Working Party.

The public minutes of the meeting of the Projects Sub-Committee held on 29 May 2019 were noted.

The draft public minutes of the meeting of the Projects Sub-Committee held on 19 June 2019 were noted.

The draft public minutes of the Members' Privileges Sub-Committee meeting held on 3 June 2019 were noted and a recommendation contained therein was considered.

RESOLVED: That, in respect of the “Deputy” title, a consistent use of Deputy First Name Last Name (Post Nominals) be adopted across the City Corporation and Mansion House with the designation appearing at the front when Members were being addressed.

The draft public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 11 June 2019 were noted.

To consider a resolution from the Projects Sub-Committee.

The Committee considered a resolution from the Projects Sub-Committee proposing minor amendments to its terms of reference.

RESOLVED: That the terms of reference of the Projects Sub-Committee be amended as set out in the appendix to the resolution.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk proposing a temporary reduction to the quorum of the Barbican Residential Committee (BRC).

Members were advised of an error in the report, whereby it suggested the current quorum was 5 and should be decreased to 4. The current quorum was, in fact, 4 and the proposal should be to decrease it to 3.

RESOLVED: That:-

1.         A temporary reduction in the quorum of the Barbican Residential Committee by one; i.e. from 4 to 5 non-resident Members, until such time as another non-resident Member be appointed, or until the end of 2019, be approved;

2.         In the event of the BRC being unable to recruit more non-resident Members by the September 2019 meeting; by which time the new dispensations regime will have been in place for six months, the Policy and Resources Committee be asked to revisit the Housing Governance Review, including the future Membership of the BRC.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk proposing a series of minor amendments and clarifications to Standing Orders. An addendum, highlighting a small number of additional corrections, was tabled.

Whilst noting previous decisions in respect of the use of nomenclature in relation to Chairmen, it was agreed that references within Standing Orders should be altered to read “Chair / Chairman.”

The Town Clerk advised that the Court’s approval in respect of these amendments would be sought in September.

RESOLVED: That the revisions to Standing Orders, set out in the appendix and the circulated addendum, be approved for submission to the Court of Common Council, subject to references to “Chairman” being altered to read “Chair / Chairman”.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk proposing a series of amendments to the Scheme of Delegations.

A Member sought clarification in respect of powers associated with drones at the open spaces, in particular, the difference between those at Hampstead Heath and Epping Forest. It was believed that the difference stemmed particular legislation associated with the two spaces; however, it was agreed that this should be explored and, in the event that an amendment to the Scheme of Delegations was necessary to reflect a consistent position, this would be pursued prior to submission to the Court.

RESOLVED: That the revised Scheme of Delegations, as set out at Appendix 1, be approved for submission to the Court.

Joint report of the Town Clerk and Comptroller & City Solicitor.  

The Committee considered a joint report of the Town Clerk and the Comptroller & City Solicitor concerning the management of the City Corporation’s three independent schools and the extent to which the parents of current pupils could and should be able to serve as Governors.

During discussion, a wide range of views were expressed in respect of the suitability of Members with children at the School serving as Governors, with comparisons drawn to the situation at other independent schools. The benefits that such Members might bring through their particular experience as parents was noted, as was the increased likelihood of a more active involvement with the daily business of the School. Equally, the challenges of managing conflicts of interest were noted.

The Comptroller & City Solicitor provided clarity in respect of the current position, confirming that such Members were currently eligible to serve as Governors. However, the decision taken by the Court of Common Council to apply the provisions associated with local government legislation to all areas of the Court’s business meant that such parent Governors would have an engaged pecuniary interest through their contract with the School in respect of the child’s education. The affected Member would, therefore, be so conflicted as to severely limit their ability to participate in the majority of business before the relevant Board of Governors. This was at odds with the position at other independent schools. Members would, therefore, need to make a decision in respect of the continued application of local government rules and the provisions of the Localism Act to the business of the independent schools.

Following further debate, the Town Clerk urged caution in respect of unpicking the current arrangements in respect of local government legislation and its application through the Code of Conduct in isolation. It was suggested that the implications of

Report of the Chief Grants Officer and Director of the City Bridge Trust.

The Committee considered a report of the Chief Grants Officer & Director of The City Bridge Trust concerning a proposed review of the various charities operated by the City Corporation.

RESOLVED: That Members:-

1.    Agree that a comprehensive Charities Review should be undertaken and implemented: led by the Chief Grants Officer and overseen by an appropriate cross-departmental officer working group, with Members being regularly updated and their input sought at relevant committees/charity boards during the course of the Review; and

2.    Agree to delegate authority to the Town Clerk, in consultation with the Chairman and Deputy Chairman of the Finance Committee, to take the decision as to the allocation of resources for the Review through a request by the Chief Grants Officer to the Finance Committee Contingency Fund held within City’s Cash.

Report of the Comptroller & City Solicitor.

To be read in conjunction with the non-public appendix at Item 24.

The Committee received a report of the Comptroller & City Solicitor providing an update on the use of powers under the Regulation of Investigatory Powers Act 2000.

RESOLVED: That the report be received and its content noted.

Report of the Director of the Built Environment.

The Committee considered a report of the Director of the Built Environment concerning the City Corporation’s support for Crossrail 2.

Whilst supportive of the project in principle, the Committee was clear that there would be no financial support forthcoming from the City Corporation, particularly given that the proposed route did not go through the City. 

RESOLVED:

1.    Agree that the City Corporation supports improvements to public transport

provision in London and the South East as such improvements would reinforce London and the City’s position as an accessible and sustainable

international business centre.

2.    Note that the campaign seeking Government commitment to the construction of a new railway across central London is being promoted as ‘Crossrail2’.

3.    Note that the proposed new railway does not cross the City of London but would bring benefits to London as a whole and indirect benefits to the City by increasing the capacity and resilience of London’s regional public transport network, and by providing congestion relief for some rail lines that are well used by City commuters.

4.    Agree that the City Corporation is supportive in principle of the ‘Crossrail2’ proposed new railway project.

Report of the Director of the Built Environment.

The Committee considered a report of the Director of Built Environment, which provided the results of a review and proposed prioritisation of transportation and public realm projects within the Department of Built Environment (DBE).

It was advised that the Resource Allocation Sub-Committee had considered and approved the report earlier that day. Members had observed that a more detailed explanation of how the scores had been formulated was necessary, in order that Members might make informed decisions, rather than simply accepting officers’ recommendations. As a matter of principle, it had been requested that, in future, more information should be given to Members within such reports to enable genuine choices to be made.

RESOLVED: That:

1.     The methodology and ranking of DBE projects set out in the report be noted;

2.     The DBE projects funded centrally during the period of the fundamental review be noted.

3.     Allocation of £3,917,518 S106 funding to 4 projects be agreed to mitigate the specific developments from which the funds were generated, including the interest accrued.

4.     Authorisation be given to officers to seek an extension of time to S106s with the relevant developer or building owner, where applicable, as set out in the appendix of the report.

5.     Authorisation be given to officers to re-negotiate the use of any S106 deposits, not allocated in the report, that require a variation of scope, to seek their use in mitigating the impacts of the developments generating the deposits, consistent with corporate priorities.

Joint report of the Director of Community & Children’s Services and the Director of Innovation & Growth.

The Committee considered a joint report of the Director of Community and Children’s Services and the Director of Innovation & Growth concerning the City Corporation’s support for the UK Coalition for Digital Intelligence (CDI).

RESOLVED: That authority be delegated to the Town Clerk, in consultation with the Chair and Deputy Chairman, to consider future proposals regarding the City Corporation signing a pledge of support for the UK CDI or similar.

summer recess.

Joint report of the Remembrancer and the Director of Innovation & Growth.

The Committee considered a joint report of the Remembrancer and the Director of Innovation & Growth proposing the renewal of a strategic partnership with the Commonwealth Enterprise and Investment Council.

Members expressed concern that there was limited information within this report in respect of planned activities and what would be delivered. Consequently, whilst support was expressed in principle, it was agreed that approval should be subject to further information being provided and deemed suitable, with authority delegated to the Town Clerk (in consultation with the Chair and Deputy Chairman) to make the final decision.

RESOLVED: That authority be delegated to the Town Clerk, in consultation with the Chair and Deputy Chairman, to consider a funding proposal of £20,000 per annum for two years to be met from the Committee’s 2019/20 and 2020/21 Policy Initiatives Fund to support the Commonwealth Enterprise and Investment Council.

Report of the Director of Communications.

The Committee considered a report of the Director of Communications proposing the adoption of a policy for commercial filming at City Corporation-owned buildings and open spaces.

A number of Members spoke to express concerns as to whether the proposal constituted value for money, noting it would result in only a modest uplift in overall income whilst also requiring the City Corporation to pay commission on income which would be generated under the existing arrangements, rather than just on the additional funds raised by the consultant. It was also noted that there would be no off-setting savings through reduction in posts in the existing Film Team. In response to Members’ concerns, the Director of Communications advised that the commission arrangements were likely to have arisen through the procurement process and were relatively standard for such activities, but undertook to explore this further. Members agreed that this should be examined and consideration deferred until clarity was available.

Further comments were made in relation to the retention of income by service departments, with it suggested that the proposed removal of this arrangement and the introduction of a central pot might disincentivise them from engaging in filming activities. The Director of Communications advised that a number of changes to the proposals had been made in response to these very concerns, following consideration by the  Public Relations & Economic Development Sub-Committee, which were set out in paragraph 8b. The Committee also recognised that many central departments were not able to raise income through commercial filming arrangements and, accordingly, a corporate and collegiate approach needed to be taken.

RESOLVED: That consideration be deferred and that officers be instructed to re-explore the arrangements associated with commission, prior to re-submitting the report for consideration.

Report of the Director of Communications.

The Committee considered a report of the Director of Communications proposing sponsorship of the Centre for European Reform’s Ditchley Park Conference.

RESOLVED: That sponsorship of the 2019 Ditchley Park Conference be approved at a cost of £20,000, to be funded from the Committee’s 2019/20 Policy Initiatives Fund, categorised under ‘Events’ and charged to ‘City’s Cash’.

Report of the Director of Communications.

The Committee considered a report of the Director of Innovation & Growth proposing sponsorship of a research and events programme.

RESOLVED: That sponsorship of the Institute for Government’s research project, ‘Looking Ahead: UK Engagement and Influence After Brexit’, be approved at a total cost being £25,000, to be funded from the Committee’s 2019/20 Policy Initiatives Fund, categorised under ‘Research’ and charged to City’s Cash.

Report of the Chamberlain.

The Committee considered a report of the Chamberlain updating on projects and activities that had received Policy Initiatives Funding and funding from the Committee’s contingency or Brexit contingency funds.

RESOLVED: That the report be received and its content noted.

Report of the Town Clerk.

The Committee received a report of the Town Clerk which reported on one action taken under urgency procedures since the last meeting, concerning the signing of a Memorandum of Understanding.

There were four questions:

Old Bailey Demonstration

A Member made reference to the trial of Stephen Yaxley-Lennon, which was currently taking place at the Old Bailey, questioning why a stage and other equipment had been permitted to be erected outside the Old Bailey to facilitate a demonstration. He expressed concern that this action had seemingly been taken without Member oversight, despite previous undertakings that any such action would be subject to Members’ input.

It was suggested that the erection of the stage might have been taken by the City Police to assist with crowd control and public order management, with it being an operational decision which the Force was entitled to make. Notwithstanding this, however, Members expressed significant concern that there had not been any consultation prior to the decision being taken, particularly through the Police Authority Board.

Following further discussion as to the appropriateness of facilitating such protests and the misconceptions that might arise in relation to the City Corporation’s role, it was agreed that a resolution should be passed to the Police Authority Board, expressing the Policy and Resources Committee’s concerns, for consideration at its 11 July 2019 meeting.

Staffing Matter

A Member asked a question in relation to a staffing matter. Following advice, the Member agreed to withdraw the question and re-submit it on the non-public side of the agenda.

Remote Meeting Access

In response to a question concerning the use of Skype or similar technology to access meetings, the Town Clerk reminded Members of the requirements of Local Government legislation and the need to be physically present at formal meeting to vote and count towards the quorum. However, as with discussions under Item 8 in relation to the application of Local Government legislation to non-local authority functions, there was scope to look to alter this and

There was one urgent item:

Capital Funding Update

The Committee considered a report of the Chamberlain proposing the release of funding for six schemes previously agreed for progression outside of the fundamental review, as well as for one new scheme.

RESOLVED: That:-

1.     The Walbrook Wharf M&E replacement project be added to the list of schemes agreed for progression outside of the fundamental review.

2.     The allocation of central funding of up to £8.863m to allow the 7 schemes listed in Table 1 to progress, subject to the requisite gateway approvals, be approved.

3.     It be agreed that £400k is to be met from the On-Street Parking Reserve and £8.436m from the general reserves of the relevant funds.

4.     It be noted that of this sum, £5.5m relates to the allocation of additional central City Fund resources for the police.

5.     Approval be sought of the Finance Committee and Court of Common Council to allocate up to £8.463m from reserves of the relevant funds.

6.     It be noted that this year’s capital funding bids will be initially assessed against the existing prioritisation criteria pending new criteria to be developed via the fundamental review.

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.

RESOLVED – That under Section 100A(4) 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 1 of Schedule 12A of the Local Government Act.

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

The non-public minutes of the meeting of the Policy and Resources Committee held on 6 June 2019 were approved.

The non-public minutes of the Projects Sub-Committee meeting held on 29 May were noted.

The draft non-public minutes of the meeting of the Projects Sub-Committee held on 19 June 2019 were noted.

The draft non-public minutes of the meeting of the Members’ Privileges Sub-Committee held on 3 June 2019 were noted.

The draft non-public minutes of the meeting of Public Relations and Economic Development Sub-Committee held on 11 June 2019 were noted.

The draft non-public minutes of the meeting of Hospitality Working Party held on 20 May 2019 were noted.

The draft non-public minutes of the meeting of Housing Delivery Programme Working Group held on 17 May 2019 were noted.

Non-public appendix to accompany item 10.

The non-public appendix associated with Item 10 was received.

Report of the Director of Innovation & Growth.

The Committee considered and approved a report of the Director of Innovation & Growth concerning the City Corporation’s support for fintech.

Report of the Director of Major Projects.

The Committee considered and approved a report of the Director of Major Projects concerning proposals associated with the recognition of women in the City through artworks.

Report of the Remembrancer.

The Committee considered and approved a report of the Remembrancer concerning the Lord Mayor’s Show Ltd.

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

The Committee considered and approved a report of the Director of Community & Children’s Services concerning the City of London Primary Academy Islington.

Report of the City Surveyor.

The Committee considered and approved a report of the City Surveyor concerning a plant replacement project at the Central Criminal Court.

Report of the City Surveyor.

The Committee received a report of the City Surveyor concerning the future use and opportunities associated with 20/21 Aldermanbury.

Report of the Town Clerk.

The Committee received a report of the Town Clerk setting out one action taken under urgency procedures since the last meeting.

Report of the City Surveyor (TO FOLLOW).

The Committee considered a report of the City Surveyor concerning the relocation of the Museum of London.

There was one question, concerning a staffing matter.

There was one urgent item, concerning the Police Accommodation Strategy.

The confidential minutes of the meeting of the Policy and Resources Committee held on 6 June 2019 were approved.

Members were provided with an oral update on security matters.