Agenda and minutes

Apologies were received from Joyce Nash and the Rt Hon The Lord Mayor Alderman William Russell.

The Chair took the opportunity to express, on behalf of the Committee, her gratitude to Joyce Nash, whose final meeting on the Committee this was, for her significant and invaluable service over the past 34 years. Her longevity on the Committee demonstrated the huge esteem in which Joyce was held by her colleagues on the Court and reflected the enormous contributions she had made.

There were no declarations

To consider minutes as follows:-

The public minutes of the Policy and Resources Committee meeting held on 11 March 2021 were approved, subject to Deputy Andrien Meyers’ apologies being noted.

Matters Arising

Planning arrangements – A Member made reference to a petition, to be submitted to the Court of Common Council on 15 April, which had over 1000 signatories opposing the prospective move to panels as part of the planning arrangements.

It was clarified that the arrangements concerning prospective panels would be subject to further discussion at a future meeting, prior to recommendations going to the Court, as agreed by the Policy and Resources Committee at its last meeting. The petition, once received by the Court, would be referred on to for consideration alongside those further discussions.

The public minutes of the Projects Sub-Committee meeting held on 23 February 2021 were noted.

Report of the Town Clerk.

The Committee considered a report of the Town Clerk in respect audio-visual participation in formal meetings.  Members noted that the Ministry of Housing, Communities and Local Government (MHCLG) would not be extending measures, beyond 6 May 2021, to enable local authority meetings to continue virtually or move towards a hybrid format.

The Chair reflected on the unfortunate situation caused by the Government’s decision not to extend legislation allowing for virtual meetings to continue. This was particularly disappointing given the ongoing requirements in respect of social distancing, working from home where possible and the minimisation of travel. Several Members spoke to echo these comments and also touched on an ongoing legal case against the Government’s decision, supported by the Secretary of State for Housing Communities and Local Government, which might have an effect on matters in due course.

During wide-ranging discussion, the following points emerged:

·           Several Members stressed the importance of making clear and robust representations to Government on this issue. The Chair advised that the City Corporation would be writing to Government directly and also making representations through London Councils, to ensure its message was heard.

·           Members expressed a diversity of opinions in relation as to the respective advantages of virtual and in-person meetings; however, there was unanimity that flexibility in the short to medium term was essential, to provide all Members with the choice as to whether they wished to come into Guildhall for meetings or continue to participate remotely. It was requested that a survey of the full Court be undertaken, to ascertain the numbers of Members who might wish to attend meetings physically where possible and help manage footfall within the Guildhall complex.

·           Members were supportive of the move to disaggregate the City Corporation’s non-local authority activities from its local authority ones in relation to the regulations

Report of the Director of Communictions.

The Committee considered a report of the Director of Communications which set out proposals to address issues relating to electoral registration, turnout, and candidate diversity.

Members welcomed the paper, with a number of items emerging through debate:

·           Several Members spoke to emphasise the need to break down silos and ensure that the importance of this work was understood by all officers across the Corporation, being recognised as a corporate priority. The Town Clerk spoke to echo these sentiments, with it observed that successful delivery and execution of the plans would require significant collaboration and cross-departmental engagement, particularly from the IT and Comptroller’s department. The Town Clerk also reflected on the many officers constantly in contact with businesses who could pass on information cards or similar, to raise awareness of registration processes and the benefits of participation.

·           A Member also highlighted the specific need to take a strategic look at data collection and management across the organisation, noting there were many systems and in place which would need to be drawn together.

·           It was observed that a significant volume of data and information was to be collated, with Members adding that appropriate management and control of this data would be vital to ensure that incumbent Members were not seen to have any advantage in respect of access; rather, all information must be made equally available to incumbent and prospective candidates for election.

·           With reference to statutory obligations, a Member suggested that there was a clear need to do more in the current circumstances and explain to businesses that their number of qualifying employees was not limited to those physically in premises on 1 September but also included those who were part-time or intending to be returning to the place of business. This positive clarification would be helpful to businesses in ensuring

Joint report of the Town Clerk, Chamberlain, Director of innovation & Growth, and City Surveyor.

The Committee considered a joint report of the Town Clerk and Chamberlain in respect of the launch of the Covid-19 Business Recovery Fund.

A number of queries or observations were raised and responded to during debate:

·           It was advised that, in keeping with the Corporation’s aspirations in respect of Climate Action, it would be possible to incorporate an offer to grant recipients to join the Heart of the City’s “net zero” pilot scheme, thereby providing synergies with the Climate Action Strategy.

·           Similarly, information would also be provided to applicants in relation to electoral registration, in line with discussion under the previous item.

·           With reference to the funding of professional fees associating with administering the grants scheme, it was confirmed that these would need to be met from the total £50m envelope allocated by the Court; however, as alluded to in the report, it was now anticipated that Government would be producing additional funds to Local Authorities to help businesses, so the overall pot available for distribution should now exceed £50m.

·           In response to concerns as to the pace of fund allocation, it was observed that the Fund had been established at significant pace and designed explicitly to facilitate efficient and swift distribution, so there was real confidence deadlines would be met.

·           Following a specific query relating to the qualifying dates for applications and the cut-off date being 20 March, it was agreed that the qualifying criteria should be revised to also allow for those who had committed to leases by that date but were not yet necessarily in occupation.

·           A Member also queried the rationale behind the 11 June closing date for applications, noting that many businesses might not wish to reopen until 21 June when restrictions were eased and footfall was expected to be significantly increased. It was clarified

Joint report of the Director of Communications and the Head of Programmes, Mansion House.

The Committee received a joint report of the Head of Programmes (Mansion House) and the Director of Communications in respect of re-opening the City. 

Members supported the proposals and indicated they would welcome further specifics being shared when known. The importance of co-ordination with neighbouring boroughs was emphasised and a Member also made a plea for the Central London Alliance toolkit for retail and hospitality being shared with relevant institutions.

RESOLVED: That:-

1.      The report be noted.

2.      The approach to ‘Re-Opening’ be endorsed, as outlined in the report.

3.      Potential activity be contributed to, when approached by external organisations.

Report of the Director of Innovation & Growth.

The Committee considered a report of the Director of Innovation and Growth, which presented the final report of the Recovery Taskforce. 

RESOLVED: That:-

1.     The recommendations of the Recovery Taskforce, in Appendix 1 to the report, be approved.

2.     The proposed governance arrangements for the ongoing implementation of the recommendations, as set out in paragraph 23 to the report, be approved.

3.     It be noted that any additional funding required for implementing the recommendations would be subject to approval by the relevant Committees.

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

The Committee considered a joint report of the Director of Innovation and Growth and the Head of Relationships (Mansion House) in respect of the proposal for a Recovery Promotional Campaign.

It was clarified that, whilst the £250k sum approved at the previous meeting would be met from the Covid Contingency Fund, the additional £300k proposed in this report would be met from the Policy Initiatives Fund.

RESOLVED: That:-

1. The City of London recovery promotional campaign core purpose and

    success metrics be approved.

2. The revised phase 1 budget of £550k be approved, £200k to be met from the COIVD Contingency Fund and £350k from the Policy Initiatives Fund, in order to launch the recovery campaign by Spring/Summer 2021.

Report of the Director of Innovation & Growth.

The Committee considered a joint report of the Chamberlain and the Director of Innovation and Growth, which set out the implementation plan for year 1 of the Climate Action Strategy (CAS) programme.

It was advised that officers would be focusing on three key areas in the coming period: implementation, KPIs (including the use of a new dashboard system), and communications and engagement. The latter would include the offer of training to both Members and officers, as well as reaching out into local communities to explain what the Strategy meant for them and how they could be involved.

In response to questions, it was advised that the new dashboard reporting would be made publicly available and reported on to relevant committees at least quarterly. It was also confirmed that the interim target on page 99 of a 63% reduction in overall emissions for the first year took into account movement from baseline.

A Member queried the reference on page 99 to a target of 1,027 ktCO2e in the value chain by end of 2022, from baseline of 1,014 ktCO2e, observing that this appeared to be an increase. Officers undertook to clarify the position with the Member following the meeting.

RESOLVED: That:-

1. The year 1 programme plan for CAS, as set out in the report, be approved and signed off by Service Committee Chairs.

2. The year 1 CAS budget (£10.48m) be approved, to implement the actions in the plan – from the overall budget approved (£68m) at RASC & P&R (Sept 2020), the Court of Common Council (8 October 2020), and in the Medium-Term Financial Plan (December 2020). NB.  Drawdowns will be managed through the existing governance arrangements for capital and revenue

Report of the Director of Innovation & Growth.

The Committee considered a report of the Director of Innovation and Growth in respect of Finance for Sustainable Growth. 

RESOLVED: That:-

1. The outline partnership model and the attached Memorandum of Understanding (MoU), as set out in appendix 1 to the report, be approved.

2. The Partnership concept being piloted in the North East be noted.

Report of the Director of Innovation & Growth.

The Committee considered a report of the Director of Innovation and Growth in respect of the new Innovation and Growth Advisory Board (IGAB), which  outlined the next steps in the development of the Competitiveness Strategy.

RESOLVED: That:-

1.    The proposed internal Members, as set out in paragraph 12 to the report, be approved, together with the approach to securing the external Members, as set out in the report.

2.    The addition of up to 8 external Members of the Steering Committee of IGAB be approved.

3.    The next steps in the development of the Strategy be noted.

Report of the Remembrancer.

The Committee considered a report of the Remembrancer, which sought approval to continue the City of London Corporation’s support of the Standing International Forum of Commercial Courts for the next three years.

RESOLVED: That funding of £50,000pa for three years be approved,  to be met from the Policy Initiatives Fund in 2021/22, 2022/23 and 2023/24, to support the work of the secretariat of the Standing International Forum of Commercial Courts.

Report of the Director of Markets & Consumer Protections.

The Committee considered a report of the Director of Markets and Consumer Protection in respect of membership and representation of the Cross River Partnership (CRP).

The Chair took the opportunity to place on record the Committee’s thanks to Deputy Wendy Hyde for her significant efforts and commitments over the past five years.

It was suggested that Deputy Keith Bottomley be appointed to the now vacant role, with it observed he would also be particularly suitable given his complementary roles as Chair of Port Health & Environmental Services and Vice Chairman of Policy and Resources, in view of the need to tie oversight of the activity undertaken through the Partnership more effectively into the broader pan-London activity overseen by Policy and Resources.

RESOLVED: That:-

1.    Deputy Keith Bottomley be appointed to replace Deputy Wendy Hyde on the CRP Board.

2. Further membership of CRP be approved, comprising three annual payments of £10,000 in the financial years 2021/22, 2022/23 and 2023/24, to be met from the Air Quality Budget.

Report of the Principal, Guildhall School of Music & Drama.

NB – To be read in conjunction with the non-public appendix at Item X.

The Committee considered a report of the Principal, Guildhall School of Music and Drama which sought to review the City Corporation’s payment of £30,000 per annum to the School, as part of the implementation of

the City Corporation’s Grants Service Based Review. 

RESOLVED: That:-

1.    The submission of the School’s impact report, on the use of the £30,000 grant in 2020/21, be reviewed and approved as satisfactory.

2.    The grant continuation to 21/22 be approved, on the basis of this satisfactory submission.

Report of the Chief Grants Officer & Director, City Bridge Trust.

The Committee considered a report of the Chief Grants Officer in respect of the Joint Philanthropy Strategy.

RESOLVED: That the Policy and Resources Committee, acting both for the City Corporation, and separately and solely in the best interests of BHE as Charity Trustee (registration no 1035628):

1.       Notes the update on the implementation of the Joint Philanthropy Strategy to-date; and

2.       Adopts the proposed 2021 – 2023 Implementation Plan, as set out in Appendix 5, and recommend by the City Bridge Trust Committee.

Report of the Director of Communications.

The Committee received a Gateway 6 project outcome report of the Town Clerk in respect of the City Corporation’s new website.

It was suggested that report should also be sent to the Digital Services Sub-Committee for information.

RESOLVED: That the project be closed and the lessons learnt.   

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

The Committee received a report of the Director of Community and Children’s Services, which provided an update on the temporary accommodation arrangements for the City of London Primary Academy Islington (COLPAI).

In response to a questions concerning the risk of the school not opening in September, officers advised that a report to address outstanding elements of the planning conditions would be presented to committee in May which it was expected would remove any risk in this area.

In relation to further queries concerning funding, it was advised that it was anticipated the Department for Education would underwrite costs but this would not be known for certain until July. In the event of any shortfall, the Chamberlain was confident that this could be met.

It was also confirmed that a post-project review would be undertaken in respect of the wider COLPAI development, given the various issues experienced to-date.

RESOLVED: That it be noted that:

1.     There would be an additional cost of £267k for retaining the temporary accommodation for COLPAI over the summer term, pending completion of the permanent construction.

2.     The ‘one-in, one-out’ principle would be applied to identify City’s Cash funding from existing 2020/21 provisions for new bids.

Report of the Chamberlain.

The Committee received a report of the Chamberlain which provided the schedules of projects and activities which had received funding from the Policy Initiatives Fund (PIF), the Policy and Resources Committee’s

Contingency Fund, Committee’s Project Reserve and COVID19 Contingency Fund for 2021/22 and future years, with details of expenditure in 2021/22.

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 advised Members of actions taken by the Town Clerk in consultation with the Chairman and Deputy Chairman, in accordance with Standing Order Nos. 41(a)

and 41(b) since the last meeting.

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

There was one question:

Vagrancy Act 1824

A Member asked a question in relation to the City Corporation’s position in respect of the Vagrancy Act 1824, noting that a Westminster Hall debate, led by the MP for the Cities of London & Westminster, was shortly due to take place.

The Chair confirmed that the Remembrancer was monitoring the situation in respect of this debate and would be pleased to support the City’s local MP with any factual information that might be of use. Support for any future legislation would, of course, be dependent on content but it was clear that the current legislation was outdated and its repeal would be welcomed. The Remembrancer was asked to keep the Committee informed of developments such that a view could be taken at the appropriate juncture.

There were no urgent items.

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 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.

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

The non-public minutes of the Policy and Resources Committee meeting held on 11 March 2021 were approved

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The non-public minutes of the Projects Sub-Committee meeting held on 23 February 2021 were noted.

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The draft non-public minutes of the Resource Allocation Sub-Committee meeting held on 17 March 2021 were noted.

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The draft non-public minutes of the Public Relations and Economic Development Sub-Committee meeting held on 4 March 2021 were noted.

Non-public appendix to be read in conjunction with Item X.

The Committee received a non-public appendix in respect of agenda item 15.

There were no questions.

There were no urgent items.