Agenda and draft minutes

Apologies were received from Deputy Richard Reagan, Deputy John Barker and Oliver Lodge.

There were none.

To agree the minutes of the meeting held on 1 October 2014.

RESOLVED: That minutes of the meeting held on Wednesday 1 October 2014 be approved.

Report of the City Surveryor.

The Sub Committee received a report of the City Surveyor, which sought approval to reduce the scope of the original project of providing additional function/event guest cloakrooms facilities, and seek funding via the Gateway process.

The Guildhall Assistant Director explained how the report had already been approved by Projects Sub Committee and that it was proposed that a detailed report to approve the development at a cost less than £90,000 was to be put under delegated authority to the Chairman and Deputy Chairman of that Sub Committee.

With regard to lockers in the Lady Members’ room, it was stated that the lockers were not long enough for evening dresses but there did not seem to be a strong feeling amongst female Members that this had to be changed.

Members also discussed how the lockers were under-utilised and that many Members are not aware that the lockers area could be used as a cloakroom for Members for evening events.

RESOLVED:

·         That the original scheme for the West Wing development be amended in favour of only improving the provision of lockers and essential decoration works in both current male and female Member locker rooms, not including toilet and showering facilities, based on the recommendations from the Projects Sub Committee.

·         That the progression via the Gateway Light route seeking the approval of Resources Allocation Sub Committee for funding from the City’s Cash provision for new schemes be approved at a cost of less than £90,000.

·         That the works via the City’s Minor Frameworks be approved with the aim to complete all works during the 2015 summer recess.

Report of the Town Clerk.

The Sub Committee received a report of the Town Clerk in regard to the rota for appointment to Ward Reception Committees for information.

Members questioned whether the title of “Ward Reception Committees” was appropriate.

RECEIVED

There were none.

There were two items that the Chairman considered urgent:

1.    Members Titles on business cards

The Chairman introduced the topic of Members’ titles such as “Mother of the House”, and sought the Sub Committee’s advice on whether this should be allowed on a Members’ business card. The Sub Committee agreed unanimously that this should not be introduced.

2.    Proposals of individuals for Freedoms

A Member raised the topic of Freedoms and sought the Sub Committee’s guidance on the procedure for Members’ nominating VIPs for Freedoms.

Members discussed the new procedure and how Freedoms fall into the remit of the Freedoms Application Committee.

Members noted that a guidance note had been previously sent out by the Chief Commoner on Freedom lunches but agreed that an additional note needed to be circulated to the whole Court, giving direction to Members as to the procedure for proposing an individual for the Freedom.

RESOLVED: That a note be circulated from the Chief Commoner to all Members of the Court, detailing the procedure of proposing an individual for the Freedom.