Agenda and minutes

Venue: https://youtu.be/9Vv2rzLxHl8

Contact: Gregory Moore
tel. no.: 020 7332 1399  Email: gregory.moore@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Andrien Meyers, Shravan Joshi, Deputy James Thomson, the Rt Hon Alderman the Baroness Patricia Scotland of Asthal, and the Rt Hon Alderman William Russell, the Lord Mayor.

 ...  view the full minutes text for item 1.

2.

Members Declarations Under the Code of Conduct in Respect of Items on the Agenda

Minutes:

Alderman Tim Hailes and Deputy Jamie Ingham Clark declared an interest in respect of Item 11 in respect of their positions as Churchwardens of St Lawrence Jewry.

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

3.

Minutes

To consider minutes as follows:-

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

Minutes:

3a

To agree the public minutes of the meeting held on 19 November 2020. pdf icon PDF 190 KB

Minutes:

a)  The public minutes of the meeting of the Policy and Resources Committee held on 19 November 2020 were agreed.

 

Matters Arising

Planning Protocol – The Chair noted discussions at the last meeting, particularly in relation to the Corporation’s planning arrangements more broadly and the context of the overall governance review. She suggested that Members might support bringing forward the stage of the review intended to consider those recommendations associated with the Planning and Transportation Committee as a consequence. Members expressed support for this approach and the Chair undertook to adjust the review timetable to accommodate this.

 

Tomlinson Review – A Member took the opportunity to clarify that the Chamberlain had confirmed that any budgetary changes associated with the Tomlinson Review proposals would not come into effect until 2022/23.

 

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

3b

To note the public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 17 November 2020. pdf icon PDF 152 KB

Minutes:

The public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 17 November 2020 were noted.

 

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

3c

To note the public minutes of the Resource Allocation Sub-Committee meeting held on 20 November 2020. pdf icon PDF 133 KB

Minutes:

          The public minutes of the Resource Allocation Sub-Committee meeting held on 20 November 2020 were noted.

 

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

3d

To note the public summary of the Tackling Racism Taskforce meeting held on 13 November 2020. pdf icon PDF 121 KB

Minutes:

          The public summary of the Tackling Racism Taskforce meeting held on 13 November 2020 was noted.

 

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

3e

To note the public summary of the Tackling Racism Taskforce meeting held on 27 November 2020. pdf icon PDF 129 KB

Minutes:

          The public summary of the Tackling Racism Taskforce meeting held on 27 November 2020 was noted.

 

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

4.

Electoral Campaign Manager recruitment pdf icon PDF 157 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk concerning the prospective recruitment of a temporary post to manage electoral campaigning during 2021.

 

During discussion, the following points arose:

·           In response to queries concerning the maximum potential total number of business voters in the City, the Assistant Town Clerk undertook to circulate the figures following the meeting.

·           With reference to the proposed £55,000 allocation for campaign activities, Members emphasised the importance of taking a strategic approach to intervention. Consequently, it was felt that the new campaign manager should present a strategy with costed options for approval, including rationales for particular activities, prior to any approval as to the release of funds.

·           It was observed that the report appeared to propose the funding be charged to City’s Cash; however, as a City Fund activity the accuracy of this was questioned. The Chamberlain undertook to explore this matter following the meeting and obtained Members’ support for charging the allocation to the correct fund, as appropriate.

·           A number of individuals reiterated the importance of Members’ role in energising and appealing to the electorate, thereby encouraging greater participation. It was added that greater communication or messaging about the role and impact of the City Corporation, both locally and nationally, would also aid in increasing voters’ awareness and interest.

·           A Member observed that there was currently an issue with the processing of applications, commenting that they were aware of several voters who had submitted forms but whose registration had not yet been processed. They urged that sufficient resource be made available on the administrative side to ensure applications were processed expeditiously.

·           It was also suggested that targets or performance metrics might be considered in relation to registration numbers, to assist Members in scrutinising performance.

 

RESOLVED: That Members:-

1.         Reconfirm support for the recruitment of a

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

5.

Governance Review: Standards Regime pdf icon PDF 258 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Committee considered a report of the Town Clerk concerning those aspects of the Governance Review relating to the Standards Regime. The report presented the recommendations of the Resource Allocation Sub-Committee (RASC), following an informal engagement process intended to gather the views of all Members.

 

The Chair thanked Sheriff Christopher Hayward for his efforts in managing the consultation process to-date and drew Members’ attention to RASC’s proposals as set out in the report. The Committee proceeded to debate the various recommendations in turn:

 

(i)        Do Members agree with the recommendation to establish an Independent Panel, composed only of independent persons?

The Committee agreed with this proposal.

 

(ii)       Should such a Panelreceive allegations of misconduct, determine whether to investigate, present findings to the Court, and hear any appeal?

          Noting the recommendations and views of RASC in respect of a three-stage process operated by the Independent Panel, Members supported the proposal but noted an important clarification in respect of the first stage and the role of the Chief Commoner. It was emphasised that the Chief Commoner’s informal dispute resolution role was distinct from this three-stage process and that the first stage of the new process being recommended here would be overseen by the Independent Panel. The three stages would comprise:

·      A first stage of a more informal / conciliatory nature, seeking to resolve swiftly those issues which might be addressed through dispute resolution or a conversation and apology (with external dispute resolution advice to be made available to the Panel and a suitable protocol produced for such stage to be produced).

·      The second stage to then be the formal Hearing process, utilising the Independent Panel, as outlined by Lisvane (i.e. determination of investigation and breach and reporting to the Court of Common Council for endorsement).

·      The third stage to be the

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

6.

Proposal to establish a Bridge House Estates Committee pdf icon PDF 170 KB

Joint report of the Town Clerk and the Chief Grants Officer & Director of the City Bridge Trust.

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

Minutes:

The Committee considered a joint report of the Chief Grants Officer & Director of The City Bridge Trust, the Comptroller & City Solicitor, and the Town Clerk concerning the creation of a dedicated Bridge House Estates (BHE) Committee, supported by its own sub-committees, for implementation from April 2021.

 

Whilst supportive of the establishment of such a Committee in principle, a number of Members raised particular points of concern or areas where clarification was required:

·           Arrangements for the appointment of the proposed external Members were queried, with Members keen to understand the process and criteria that might be used. Further elements of clarification were also sought in respect of the appointment of Common Councillors, pending longer-term consideration as to any prospective Governance & Nominations Committee.

·           The need to delegate authority in respect of the production of Terms of Reference was questioned, with it observed that timescales should permit for the Committee to take a more in-depth look at proposals prior to their presentation to the Court.

·           The precise nature of the continued role of the City Bridge Trust Committee was discussed, with Members seeking confirmation as to how grant-making decisions would be managed within the new construct.

·           Concern was expressed in respect of the implication that this new Committee could create sub-committees as it saw fit, with Members noting the resource implications that would arise in supporting the system and the wider governance implications in respect of the Corporation’s overall committee structure.

·           It was highlighted that any changes involving a BHE-specific investment strategy could have significant impacts on the City Corporation’s overall investment strategy and on particular portfolios and asset classes. A Member urged that the investment piece be considered in the round and carte blanche was not provided for a single committee to make major decisions in isolation which might affect the Corporation’s

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

7.

Livery Committee: Consultation on Composition pdf icon PDF 109 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Committee considered a report of the Town Clerk concerning proposed changes to the composition of the Livery Committee.

 

In response to queries, it was clarified that the nomination rights to the Committee for Common Councillors and Aldermen were distinct, and that the Committee was appointed by (and accountable to) Common Hall.

 

RESOLVED: That the proposed reduction to the number of Common Councillors serving on the Livery Committee be endorsed, as set out in the report.

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

8.

City Plan 2036: Revisions to Proposed Submission Draft Plan pdf icon PDF 158 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

The Committee considered a report of the Director of the Built Environment presenting revisions to the City’s draft Local Plan (“City Plan 2036”), following a period of consultation subsequent to the Court of Common Council’s approval of the draft plan on 21 May 2020.

 

RESOLVED: That Members:-

1.         Agree the proposed changes to the Proposed Submission draft Local Plan set out in Appendix 1 and that the draft Local Plan be published for consultation;

2.         Authorise the Director of the Built Environment to make further non-material amendments and editorial changes prior to public consultation;

3.         Agree that, following consultation, the Local Plan, the public representations and other supporting documentation be submitted to the Secretary of State, for Examination;

4.         Agree that, if any material changes are required to the Local Plan following consultation and prior to submission, consideration of these changes should be delegated to the Planning and Transportation Committee; and

Authorise the Director of the Built Environment, in liaison with the Chair and Deputy Chair of the Planning & Transportation Committee, to compile a list of any proposed non-material changes to the Local Plan in response to public representations and submit this to the Secretary of State.

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

9.

National Preparedness Commission pdf icon PDF 118 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

The Committee considered a report of the Director of the Built Environment  concerning an invitation from Lord Toby Harris to participate in the work of a National Preparedness Commission, looking at what needed to be done systemically to improve societal preparedness and resilience, drawing on any lessons from the current crisis.

 

RESOLVED: That the invitation to participate in the National Preparedness Commission be accepted.

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

10.

Capital Funding - Prioritisation of 2021/22 Annual Capital Bids - Stage 2 Proposals pdf icon PDF 367 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a report of the Chamberlain concerning the Stage 2 proposals of the prioritisation of 2021/22 Annual Capital Bids.

 

It was noted that the report had been considered and approved by the Resource Allocation Sub-Committee earlier that day.

 

With reference to comments around affordability within the report, particularly in relation to City’s Cash, a Member queried the City’s approach in relation to expenditure and its investment strategy. Other Members noted the City Corporation’s longstanding policy in respect of the maintenance of its asset portfolio and the importance of revenue generation through this, suggesting that, whilst there was a legitimate conversation to have in this area, it would be

a matter to consider in relation to longer-term investment strategy.

 

RESOLVED: That:-

1.         It be noted and agreed that the plans be affordable, sustainable and prudent.

2.         The green rated bids amounting to £83.5m detailed in the report’s appendix, which represented the position agreed with Chief Officers and Services Committee Chairs, be agreed.

3.         A business case be brought back to this Sub-Committee concerning the re-ignited bid for load funding of £15.6m for the City of London School for Girls.

4.         It be agreed that provisions of £83.5m plus it be agreed in principle that a loan facility of up to £15.6m (indicative at this stage), subject to a full business case, be made in the draft medium term financial plans of the three funds and that appropriate contingencies be set aside for approval by the Finance Committee and Court of Common Council as part of the annual budget setting process.

5.         Request that the Corporate Asset Sub and Projects Sub Committees closely scrutinise the scope of the St Lawrence Jewry repairs project to ensure that all value engineering opportunities are fully explored, with a keen eye on value for

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

11.

Capital Funding Update pdf icon PDF 193 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee considered a report of the Chamberlain concerning capital prioritisation and the 2020/21 round of annual capital bids.

 

It was noted that the report had been considered and approved by the Resource Allocation Sub-Committee earlier that day. The Sub-Committee had additionally agreed that, in view of the health and safety concerns associated with the Smithfield Market Canopy replacement, delegated authority should be granted to allow expeditious consideration of the drawdown of monies for these works, once the figures had been finalised. Members of the Policy and Resources Committee endorsed this additional recommendation.

 

RESOLVED: That:-

1.         The following schemes, in the context of the current financial climate, be confirmed of their continued essential priority at this time:

a)     Wanstead Park Ponds – further drawdown of £40k to undertake additional survey to reach next gateway

b)     Public Realm Security Programme – release of £225k to prepare for the next stage of security works

c)      St Lawrence Jewry Church - £55k top-up to reach the next gateway

d)     Lindsey Street Bridge Strengthening - £30k to reach the next gateway

e)     Oracle Property Manager (OPN) System Replacement - £545k requested to implement the scheme

f)     Personal Device Replacement - £2.25m requested to implement the scheme.

2.         The release of up to £3.145m from the reserves of City Fund, City’s Cash and Bridge House Estates as appropriate, subject to the approval of the relevant gateway reports.

3.         Delegated authority be granted to the Town Clerk, in consultation with the Chair and Deputy Chairman of the Policy & Resources Committee, to consider the drawdown request for the Smithfield Market Canopy project.

 

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

12.

Progress Update on Mobilisation for Climate Action pdf icon PDF 179 KB

Report of the Director of Innovation & Growth.

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

Minutes:

The Committee considered a report of the Director of Innovation & Growth presenting progress to-date in respect of the actions approved under the Climate Action Strategy in October 2020.

 

Particular reference was made to paragraph 2(f) and the role of Heart of the City. Given the importance of the Climate Action Strategy, it was advised that Heart of the City had recently agreed to the City Corporation having an additional representative on their Board, to help strengthen oversight and governance arrangements. Members supported the appointment of Sheriff Hayward, as Deputy Chair of Policy & Resources, in this capacity.

 

RESOLVED: That Members:-

1.         Note that Officers are mobilising for implementation on the actions named under the Climate Action Strategy.

2.         Note that a full mobilisation report will be submitted to Policy & Resources in March 2021.

3.         Approve the drawdown of £200,000 from the Policy Contingency Fund (current balance of PCF is £407k) to support the financing of critical enabling actions in 20/21.

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

13.

Annual Responsible Business Performance Update pdf icon PDF 193 KB

Joint report of the Chamberlain and the Chief Grants Officer & Director of the City Bridge Trust.

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

Additional documents:

Minutes:

The Committee considered a joint report of the Chamberlain and the Chief Grants Officer & Director of The City Bridge Trust providing an update on the progress and impact of the Responsible Business Strategy and proposing eight priority areas for action for Year 3.

 

RESOLVED: That Members approve the Responsible Business Annual Report – Year 2 set out in Appendix 1 and endorse the identified Responsible Business Year 3 priority activities.

 

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

14.

Policy and Resources Contingency/Discretionary Funds pdf icon PDF 198 KB

Report of the Chamberlain.

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

Additional documents:

Minutes:

The Committee received a report of the Chamberlain which provided an update on those projects and activities which have received funding from the Policy Initiatives Fund, the Policy and Resources Committee’s Contingency Fund, Committee’s Project Reserve, COVID19 Contingency Fund, and Brexit Contingency Fund.

 

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

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

15.

QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

Waterloo & City Line

In response to a question concerning the potential re-opening of the Waterloo & City Line, it was advised that the Chair had recently engaged with TfL on this issue and it was agreed that relevant correspondence could be circulated to Members of the Committee. It was also noted that the Chair would be continuing dialogue in the coming period, including through the London Councils Transport and Environment Committee.

 

COVID Lockdown Impact

With reference to comments made at the outset of the meeting and the likelihood of London being placed into Tier 3, several Members commented on the prospective economic impact of such measures. The importance of making the case for business was emphasised, particularly given the immediate consequences for the hospitality and retail sectors at the current time, with several Members urging that the City Corporation delineate a clear position and robust messaging to articulate these concerns to decision-makers in Government. Notwithstanding this, it was also noted that COVID cases were rising across London and so a safe and balanced public health response was of the utmost importance; the need to propagate compliance messaging to help keep infection rates down was emphasised, so as to try and minimise the risk of moving to Tier 3.

 

Several Members commented more broadly on the need for internal conversations as to the Corporation’s policy position in respect of lockdown and related matters, so as to confirm a corporate viewpoint rather than necessarily always echoing the position of London Councils, given the slightly different position of the City to the London Boroughs. The need for a coherent plan based around an anticipated return of the workforce, once the vaccine rollout timetable was understood, was also highlighted.

 

Following extensive debate, Members requested that the Chair articulate the importance of support for businesses and

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

16.

ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT

Minutes:

Tomlinson Review Working Party

It was noted that two Members had recently resigned from the Education Board, both of whom had been members of the Working Party looking at the Tomlinson recommendations. It was advised that a report would be prepared for the next meeting of the Committee concerning the future of the Working Party, so as to allow it to continue and conclude its activities expeditiously.

 

The opportunity was taken to thank Henry Colthurst in particular, as Chair of the Working Party until recently, for his significant efforts to date.

 

In response to a question concerning the role of the Education Board and the scope of the Governance Review, it was confirmed that the totality of the committee structure would be considered through the Review process.

 

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

17.

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 the Schedule 12A of the Local Government Act.

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

Minutes:

RESOLVED: That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business 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 minutes text for item 17.

18.

Non-Public Minutes

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

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

Minutes:

18a

To agree the non-public minutes of the Policy and Resources Committee meeting held on 19 November 2020.

Minutes:

a)     The non-public minutes of the Policy and Resources Committee meeting held on 19 November 2020 were agreed.

 

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

18b

To note the non-public minutes of the Resource Allocation Sub-Committee meeting held on 20 November 2020.

Minutes:

a)     The non-public minutes of the Resource Allocation Sub-Committee meeting held on 20 November 2020 were noted.

 

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

19.

Markets Co-Location Programme: Update and Budget Request

Joint report of the City Surveyor, Town Clerk and Director of Markets & Consumer Protection.

 

NB – To be read in conjunction with the confidential appendix at Item 24.

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

Minutes:

The Committee considered and approved a report of the City Surveyor concerning the Markets Co-location Programme.

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

20.

Housing Delivery Programme – Progress Report

Joint report of the City Surveyor and the Director of Community & Children’s Services.

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

Minutes:

The Committee considered and approved a joint report of the City Surveyor and the Director of Community & Children’s Services concerning the housing delivery programme.

 

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

21.

QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE

Minutes:

There were no questions.

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

22.

ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT AND WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED WHILST THE PUBLIC ARE EXCLUDED.

Minutes:

There were two urgent non-public items.

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

23.

Confidential Minutes

To agree the confidential minutes of the Policy and Resources Committee meeting held on 22 October 2020.

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

Minutes:

The confidential minutes of the Policy and Resources Committee meeting held on 19 November 2020 were agreed.

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

24.

Confidential Appendix: Markets Co-Location Programme

Confidential appendix to be considered in conjunction with Item 19.

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

Minutes:

The Committee noted a confidential appendix relating to Item 21.

 

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