Agenda and draft minutes

Venue: Committee Rooms - West Wing, Guildhall

Contact: Rhiannon Leary  Email: rhiannon.leary@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Dawn Wright (Chair), Randall Anderson (Deputy Chair), Tijs Broeke, Aaron D’Souza, Alderman & Professor Emma Edhem, Alderman Sir Peter Estlin, Judith Pleasance and James Tumbridge.

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

2.

Members' Declarations under the Code of Conduct in respect of items on the agenda

Minutes:

There were no declarations.

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

3.

Minutes pdf icon PDF 168 KB

To agree the public minutes and non-public summary of the meeting held on 4 May 2022.

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

Minutes:

The following amendments were made to the minutes held on 4 May 2022:

·         At page 9 it was noted that the content of Item 13 replicated the content of Item 12. This was amended to reflect the discussion that occurred in relation to Item 13.

RESOLVED,that: the public minutes of the meeting held on 4 May 2022 be approved as a correct record with the above amendments.

 

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

4.

Matters arising

Minutes:

Item 12: the report from the Chief Operating Officer which summarised the changes implemented as a result of TOM, would be received at the next meeting.

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

5.

Forward Plan for future meetings pdf icon PDF 44 KB

Joint report of the Town Clerk and Chamberlain.

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

Minutes:

The Committee received the joint report of the Town Clerk and Chamberlain which outlined the plans for reports at future meetings.

RESOLVED,that: the report be noted.

 

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

6.

DITS Project Portfolio pdf icon PDF 316 KB

Presentation from the Chief Operating Officer.

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

Additional documents:

Minutes:

The Committee received a presentation from the Chief Operating Officer concerning the Digital Information Technology Service’s ongoing portfolio of projects.

 

A member observed that the infographic from the City of London Police (CoLP) which depicted their programmes and projects was difficult to interpret, and asked that a clearer format be used in the future.

 

RESOLVED, that:

i)             the report be noted;

ii)            the CoLP infographic be produced in an alternative format which would be easier to analyse, going forward.

 

 

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

7.

Digital Skills Strategy pdf icon PDF 166 KB

Joint report of the Chief Strategy Officer, the Director of Community and Children’s Services and the Director of Innovation and Growth.

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

Additional documents:

Minutes:

The Committee received a joint report of the Chief Strategy Officer, the Director of Community & Children’s Services and the Director of Innovation & Growth. The report detailed the progress of the Digital Skills Strategy 2018-2023 and outlined a transition pathway over the course of 2022-2023.

 

In response to a question raised by a member, the Committee was informed that there were not any plans to write a further digital skills strategy at this time, but that the ambitions within the current strategy would be embedded within the aims and objectives of any future strategies.

 

The Chief Strategy Officer advised that there would be ongoing digital skills work aimed at both internal staff at the Corporation and those at its wider institutions. Members heard that the People Strategy for the Corporation would look at skills; furthermore, as part of the HR TOM, skills had been prioritised in an early phase of the rollout.

 

The Chief Strategy Officer informed the Committee that a working group, consisting of strategy and digital skills staff, had been convened and that the group would identify actions and KPIs to address any remaining gaps in the final year of the Digital Skills Strategy.

 

In response to a question raised by a member, the Committee was advised that the appointment of a new Director of I.T, in addition to the existing portfolio of the Chief Operating Officer, would help to develop a clear vision of the core competencies of digital skills.

 

RESOLVED, that:

i)     the report be noted;

ii)    the Chief Strategy Officer to provide an update on the feedback received from residents in the City of London in response to the digital skills initiatives aimed at supporting them.

 

 

 

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

8.

Digital Maturity Dashboard pdf icon PDF 313 KB

Report of the Chief Operating Officer.

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

Minutes:

The Committee received a report of the Chief Operating Officer setting out a series of measures to monitor the City of London Corporation’s progress in implementing more methods of digital working and maximising the use of technology.

 

A member noted that although staff were printing less when in the office, they could also be printing documents when they were working from home.

 

RESOLVED, that:

i)     the report be noted:

ii)    the Chief Operating Officer to provide an update on the common standards/frameworks adopted by other Local Authorities.

 

 

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

9.

COL-COLP Shared Services Agreement (OLA) pdf icon PDF 127 KB

Report of the Chief Operating Officer.

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

Additional documents:

Minutes:

The Committee received a report of the Chief Operating Officer describing the Shared Services Agreement covering all I.T. services delivered to the City of London Police.

 

The Committee noted that the report concluded that financial penalties for poor performance against agreed targets were not feasible or practical. The Committee discussed whether other penalties for not meeting KPIs should be considered. The Chief Operating Officer agreed that this would be part of an ongoing conversation.

 

A member expressed concern at the chart displaying the City of London Corporation and Police P1 and P2 incident trend and suggested the development of a strategy to target each issue. The Chief Operating Officer explained that a number of the incidents related to external platforms outside of the City of London Corporation’s remit.

 

A member commented that it was important to be clear about the Committee’s responsibilities in relation to the Shared Services Agreement.

 

RESOLVED, that:

the report be noted.

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

10.

DITS Service Update (including any data breaches) pdf icon PDF 231 KB

Report of the Chief Operating Officer.

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

Minutes:

The Committee received a report of the Chief Operating Officer recommending a new format for the Service Summary report. The Committee agreed that the report should focus on high level messages and was satisfied with the proposal.

 

RESOLVED, that:

i)     the report be noted.

ii)    members to contact the Chief Operating Officer with any additional comments on the new format of the report.

 

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

11.

DITS RIsks Update (COL and COLP) pdf icon PDF 386 KB

Report of the Chief Operating Officer.

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

Minutes:

The Committee received a report of the Chief Operating Officer concerning DITS risks.

 

In response to a query from a member, the Committee was informed that information management in the DITS now sat within the portfolio of the Chief Operating Officer. The aim was to address this corporate risk in the coming weeks.

 

A member asked that the report include mitigation for the identified risks.

 

RESOLVED, that:

i)     the report be noted;

ii)    a further update be provided to the Committee at the next meeting.

 

 

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

12.

Library Management System pdf icon PDF 178 KB

Report of the Director of Community and Children’s Services

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

Additional documents:

Minutes:

The Committee received a report of the Director of Community & Children’s Services which updated on the project for an I.T. system to manage the records of the Barbican and Community Libraries.

 

RESOLVED, that: the report be noted.

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

13.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

14.

Any Other Business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

15.

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 Schedule 12A of the Local Government Act.

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

Minutes:

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.

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

16.

Non-public minutes

To agree the non-public minutes of the meeting held on 4 May 2022.

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

Minutes:

The Committee considered the non-public minutes of the meeting held on 4 May 2022.

 

RESOLVED, that:

The non-public minutes of the meeting held on 4 May2022 be agreed as an accurate record.

 

MATTERS ARISING

There were none.

 

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

17.

DITS TOM update

Report of the Chief Operating Officer.

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

Minutes:

The Committee received a report of the Chief Operating Officer.

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

18.

IT Security Reports including appendices

Report of the Chief Information Security Officer.

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

Minutes:

The Committee received a report of Chief Information Security Officer.

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

19.

Police Telephony Upgrade

Report of the Chief Operating Officer.

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

Minutes:

Members received a report from the Chief Operating Officer.

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

20.

In-Car Audio-Visual

Report of the Commissioner, City of London Police.

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

Minutes:

Members received a report from the CoLP Commissioner.

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

21.

Non-public questions on matters relating to the work of the Sub Committee

Minutes:

There were no non-public questions.

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

22.

Any Other Business that the Chairman considers urgent and which the Sub Committee agree should be considered whilst the public are excluded

Minutes:

There were no additional items of non-public business.

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

23.

Confidential minutes of the previous meeting

To agree the confidential minutes of the meeting held on 4 May 2022.

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

Minutes:

RESOLVED, that:

The confidential minutes of the meeting held on 4 May 2022 be agreed as an accurate record.

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