Agenda and minutes

Apologies for absence were received from Oliver Lodge, Jeremy Mayhew and David Thompson

There were no declarations of interest.

To agree the public minutes and summary of the meeting held on 24 September 2015

Lady Members Lockers

The Guildhall Manager updated the Sub-Committee on the proposals to refurbish the member’s changing facilities. It was noted that the project had been much reduced from the original proposal as a response to the results of a survey that had shown little use of the lady’s locker facilities. Instead a programme of general refurbishment to both changing areas would be progressed with a reduced cost of £49,000. It was reported that there was no specific funding provision for such work, but that the funds from the “Guildhall Additional Works Programme” could be utilised.

It was noted that the Effectiveness of Hospitality Review, to be considered by the Hospitality Working Part, also recommended that works be undertaken to upgrade the facilities, and it was agreed that it would be of greater benefit to consider the works as a totality, as opposed to separate schemes. It was acknowledged however that this may further delay the works.

RESOLVED – That the minutes of the meeting held on 24 September 2015 be approved as an accurate record

Report of the Director of HR and the Director of Transportation and Public Realm

The Sub-Committee considered a report of the Director of HR and the Director of Transportation and the Public Realm, detailing the proposals for the application of the Corporate Transport Policy. Officers reported that the policy had been developed in response to an identified risk of staff and members using personal vehicles for Corporation Business. It was noted that the recommendations had been amended to lessen the extent the policy applied to Members.

It was discussed whether aspects of the report were unnecessarily cautious, creating additional responsibilities on members and the administration staff. Officers agreed to review the proposals, with a view of presenting the minimum possible requirements from members that would address the identified risk.  Members asked that examples from similar organisations, including the use of personal transport by School Governors, be investigated as part of the review.

RESOLVED – That Officers undertake to investigate comparable transport policies and that the policy be reviewed with the view of reducing its application to Members.

There were no questions.

There was no 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.

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 agree the non-public minutes and summary of the meeting held on 24 September 2015

The non-public minutes of the meeting held on 24 September were approved as an accurate record.

Report of the City Surveyors

The Sub- Committee considered a report of the City Surveyor seeking a decision on works to the Guildhall West Wing 2^nd Floor Chairman and Deputy Chairman’s Room.

A query was raised in regards to the Terms of Reference of the Committee.

There was no urgent business.