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Finance Committee Public Document Pack Finance Committee Date: TUESDAY, 26 JUNE 201 2 Time: 1.45pm Venue: COMMITTEE ROOM - 2ND FLOOR WEST WING, GUILDHALL Members: Roger Chadwick (Chairman) Alderman Sir Paul Judge Ray Catt (Deputy Chairman) Deputy Alastair King George Abrahams Anthony Llewelyn-Davies Deputy John Barker Deputy Edward Lord Alderman Sir Michael Bear Jeremy Mayhew Nigel Challis Deputy Janet Owen Deputy Dennis Cotgrove Henry Pollard Nicolas Cressey Alderman Neil Redcliffe Simon Duckworth Matthew Richardson Deputy Anthony Eskenzi John Scott Alderman Jeffrey Evans Ian Seaton Deputy Robin Eve Deputy Dr Giles Shilson Kevin Everett Deputy Sir Michael Snyder Deputy Revd Stephen Haines David Thompson Deputy Pauline Halliday John Tomlinson Brian Harris Mark Boleat (Ex-Officio Member) Tom Hoffman Stuart Fraser (Ex-Officio Member) Wendy Hyde Deputy Michael Cassidy (Ex-Officio Member) Enquiries: Claire Sherer tel. no.: 020 7332 1971 [email protected] Lunch will be served for Members in Guildhall Club at 1pm Chris Duffield Town Clerk and Chief Executive AGENDA Part 1 - Public Agenda 1. APOLOGIES 2. DECLARATIONS BY MEMB ERS OF ANY PERSONAL OR PREJUDICIAL INTERESTS 3. MINUTES OF THE PREVI OUS MEETING To agree the public minutes and non-public summary of the meeting held on 29 May 2012. For Decision (Pages 1 - 6) 4. MINUTES OF THE EFFIC IENCY AND PERFORMANC E SUB -COMMITTEE To note the minutes of the meeting held on 18 May 2012. For Information (Pages 7 - 10) 5. MINUTES OF THE FINAN CE GRANTS SUB -COMMITTEE To note the minutes of the meeting held on 29 May 2012. For Information (Pages 11 - 14) 6. MINUTES OF THE INFOR MATION SYSTEMS SUB -COMMITTEE To note the minutes of the meeting held on 17 May 2012. For Information (Pages 15 - 18) 7. REVIEW OF TH E GOVERNANCE ARRANGE MENTS IMPLEMENTED IN 2011 Report of the Town Clerk. For Decision (Pages 19 - 30) 8. LOCAL AND SME PROCUR EMENT POLICY Joint report of the Chamberlain and Director of Economic Development. For Decision (Pages 31 - 38) 9. PROCUREMENT & PROCUR E TO PAY (PP2P) UPDA TE Report of the Chamberlain. For Decision (Pages 39 - 56) 10. BUDGET MONITORING RE PORT Report of the Chamberlain. For Information (Withdrawn) 11. CHAMBERLAIN 'S DEPARTMENTAL RISK MANAGEMENT UPDATE Report of the Chamberlain. For Information (Pages 57 - 90) 12. CITY OF LONDON BAD D EBT PROVISION 2011 -12 Report of the Chamberlain. For Decision (Pages 91 - 100) 13. HOLBORN CIRCU S AREA ENHANCEMENT S CHEME Report of the Director of the Built Environment. For Decision (Pages 101 - 130) 14. SPITALFIELDS MUSIC G RANT 2013, 2014, 201 5 Report of the Director, Culture, Heritage & Libraries. For Decision (Pages 131 - 136) 15. DECISIONS TAKEN UNDE R DELEGATED AUTHORIT Y AND URGENCY PROCEDURES The Town Clerk to be heard. 16. QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE 17. ANY OTHER BUSINESS T HAT THE CHAIRMAN CON SIDE RS URGENT 18. EXCLUSION OF THE PUB LIC 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. Item No. Paragraph(s) in Schedule 12A 19 - 22 3 23 - 24 - Part 2 - Non-Public Agenda 19. NON -PUBLIC MINUTES OF TH E PREVIOUS MEETING To agree the non-public minutes of the meeting held on 29 May 2012. For Decision (Pages 137 - 140) 20. GIFT FOR THE DIAMOND JUBILEE OF THE CORON ATION IN 2013 Report of the Remembrancer and the Private Secretary and Chief of Staff, Mansion House. For Decision (Pages 141 - 144) 21. EXTENSION OF CURRENT FLEXIBLE ENERGY PROC UREMENT ARRANGEMENT (CS 380/11) Report of the City Surveyor. For Decision (Pages 145 - 156) 22. NON -PUBLIC DECISIONS TAK EN UNDER DELEGATED A UTHORITY AND URGENCY PROCEDURES Report of the Town Clerk. For Information (Pages 157 - 158) 23. NON -PUBLIC QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE 24. ANY OTHER BUSINESS T HAT THE CHAIRMAN CON SIDERS URGENT AND WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED WHILST THE PUBLIC ARE EXCLUDED Agenda Item 3 FINANCE COMMITTEE Tuesday, 29 May 2012 Minutes of the meeting of the Finance Committee held in Committee Rooms 3 & 4 - 2nd Floor, West Wing, Guildhall on Tuesday, 29 May 2012 at 1.45pm Present Members: Ray Catt (Deputy Chairman) Anthony Llewelyn-Davies Deputy Dennis Cotgrove Deputy Edward Lord Nicolas Cressey Jeremy Mayhew Simon Duckworth Henry Pollard Deputy Anthony Eskenzi Alderman Neil Redcliffe Deputy Robin Eve Matthew Richardson Kevin Everett John Scott Deputy Pauline Halliday Ian Seaton Brian Harris Deputy Dr Giles Shilson Tom Hoffman John Tomlinson Wendy Hyde Officers: Susan Attard - Deputy Town Clerk Daniel Hooper - Town Clerk's Department Katie Odling - Town Clerk's Department Claire Sherer - Town Clerk's Department Chris Bilsland - Chamberlain Caroline Al-Beyerty - Chamberlain's Department Suzanne Jones - Chamberlain's Department Michael Cogher - Comptroller and City Solicitor Peter Bennett - City Surveyor Philip Everett - Director of Department of the Built Environment David Smith - Director of Markets and Consumer Protection Sue Ireland - Director of Open Spaces 1. APOLOGIES Apologies for absence were received from the Chairman Roger Chadwick, George Abrahams, Deputy John Barker, Alderman Sir Michael Bear, Nigel Challis, Deputy Reverend Stephen Haines, Deputy Janet Owen, Deputy Sir Michael Snyder and Mark Boleat. 2. DECLARATIONS BY MEMBERS OF ANY PERSONAL AND PREJUDICIAL INTERESTS There were no declarations. Page 1 3. MINUTES OF THE PREVIOUS MEETING RESOLVED: That the public minutes of the meeting held on 1 May 2012 be approved. 4. APPOINTMENT OF MEMBERS TO THE INFORMATION SYSTEMS SUB COMMITTEE Consideration was given to a report of the Town Clerk which set out the expressions of interest received from Members of the Court of Common Council to serve on the Information Systems Sub Committee and sought consideration for the appointment of 5 additional Members to the Sub Committee. There being 6 members indicating a willingness to serve, a ballot was undertaken and the results of this ballot would be reported under item 14 on the Agenda. RESOLVED : That the results of the ballot be announced under Item 14 on the Agenda. 5. CITY'S CASH CONTINGENCY FUND FOR NATIONAL AND INTERNATIONAL DISASTERS Consideration was given to a report of the Town Clerk which informed Members about the City’s Cash Contingency Fund for National and International Disasters and the approach taken to choosing which appeals receive funding from it. Further to a discussion, the following amendment was made to the Disaster Relief Donations Guidelines (Appendix A to the report) was agreed : - “2. The City Corporation maintains a flexible approach to grant giving for humanitarian aid in terms of assisting aid agencies or appeals although it will respond primarily to appeals launched by the British Red Cross.” This would enable the British Red Cross to be assessed on its own merits. RESOLVED : That the report be approved subject to the amendment to the Disaster Relief Donations Guidelines. 6. PROVISIONAL OUTTURN 2011/12 Consideration was given to a report of the Chamberlain which reported that the 2011/12 provisional outturn was an overall better than budget position of £32.7m comprising £17.1m, £12.3m and £3.3m for City Fund, City’s Cash and Bridge House Estates respectively. The report analysed each of these figures by committee and provided the key reasons for variations. Members noted that Deloitte would commence its audit on 28 May 2012, initially concentrating on Bridge House Estates and the Sundry Trusts before including City Fund and City’s Cash from 11 June 2012. The Page 2 audited financial statements would be submitted to the Audit and Risk Management and Finance Committees in July 2012 as normal. A request was made to ensure that all future reports were both in plain English and descriptive to which the Chamberlain agreed to take these useful comments on board. The presentation of the accounts would also be looked at. RESOLVED : That the provisional revenue outturn position for the year ended 31 March 2012 be noted. 7. PROCUREMENT & PROCURE TO PAY (PP2P) UPDATE Consideration was given to a report of the Chamberlain which provided an update on the progress of Year 2 of the PP2P programme. The last report focussed on the milestones for year 2 which have been updated in Appendix A. The report also set out the way in which the savings were scrutinised to allow for budget adjustments and the payment of fees to Accenture. Following a brief discussion, it was agreed that the Comptroller and City Solicitor should report back on all Access Agreements which had been signed off. Change Tracking Survey - Members were informed that the results of the survey held in November 2012 would be reported in a report to a future Committee meeting. RESOLVED : That: - • the progress with respect to the work for Year 2 of the project be noted; and • the Comptroller and City Solicitor be authorised to sign Access Agreements following approval of the terms by the Chamberlain including giving an indemnity where insisted on by the Lead Authority and that these be reported back to the Committee. 8. UPDATE ON THE PROGRESS OF LEGISLATION AFFECTING LOCAL GOVERNMENT FINANCE Consideration was given to a report of the Chamberlain which advised Members on the progress of the draft legislation and the likely timescales for receiving further consultations. RESOLVED : That the contents of the report be noted and further papers be presented when more consultations had been issued. 9. CARBON REDUCTION COMMITMENT (CRC) APPOINTMENT OF ACCOUNT REPRESENTATIVES Consideration was given to a joint report of the Chamberlain and City Surveyor which updated Members on the Carbon Reduction Commitment carbon allowance scheme.
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