DD2120 Statutory Debates 2017/2018

Type of decision: 
Director's decision
Code: 
DD2120
Date signed: 
15 May 2017
Decision by: 
Martin Clarke, Executive Director, Resources

Executive summary

State of London Debate 2017
The Greater London Authority Act 1999 states that the Mayor should once every financial year hold and attend an annual State of London Debate, which shall be open to all members of the public.
The next event will take place at Indigo at the O2, which has a capacity audience of circa 1,500 on Thursday 29 June 2017. The timings for the event are 7pm – 9pm.

People’s Question Time 2017
People’s Question Time is one of the statutory requirements under the GLA Act 1999.  It is a joint event between the Mayor and the Assembly. The next event will be held in Barking and Dagenham on November 2nd 2017 and the one after in Hounslow in March 2018.

Decision

The Executive Director of Resources approves:

1. Expenditure of up to £55,000 to develop and deliver the State of London Debate in June 2017; and

2. Expenditure of up to £55,000 to deliver two People’s Question Times; one in November 2017 and one in March 2018.

 

Part 1: Non-confidential facts and advice

Introduction and background

State of London

The Greater London Authority Act 1999 (as amended) (the GLA Act) states that the Mayor should once every financial year hold and attend an annual State of London (SOLD) debate, which shall be open to all members of the public.  It must take place during April, May or June and at least seven days after the publication of the Annual Report relating to the financial year last ended.
The budget is spent on venue hire, a marketing campaign and staging including lighting and sound equipment hire.
 
People’s Question Time

The Greater London Authority Act 1999 (as amended) (the GLA Act) states that twice in every financial year, the Mayor and the Assembly must hold and attend a meeting that will be open to all members of the public, called “the People’s Question Time” (“PQT”). 
The budget is spent on venue hire, a marketing campaign and staging including lighting and sound equipment hire.

Objectives and expected outcomes

The purpose of State of London Debate is to drive awareness of the Mayor’s work and to encourage Londoners to engage and have their say by attending the events or submitting their question online and post event by taking part in the consultations.

The purpose of PQT is to afford an opportunity to members of the public to put questions to the Mayor and Assembly members, and to enable them to respond. 

Equality comments

The marketing campaign around these events will target:

• All Londoners
• Specific efforts will be made to raise awareness with our disengaged/low awareness audience groups

We will use multiple advertising assets to ensure as wide an audience as possible is in attendance including

• Posters for TfL inventory
• Using social media tools, including Twitter and Facebook to engage with Londoners to have their say
• Opportunities for Londoners who are unable to attend in person to view/access the event online via Facebook live and post event having the transcript and highlight video available.
• Post event round-up clips, videos of key questions
• Online survey

On site Access

The venues chosen are fully accessible and provision is made for all access needs including BSL, speech to text, large print and hearing loop as well as accessible viewing areas.

Other considerations

a) Key risks

 

Risk description

Mitigation / Risk response

1

Late amendments to the events due to external factors could have an impact on budget and cause overspend

Tight project management and budgetary control, with readjustment to budget lines to manage increases in particular areas (with other cuts/reductions made in other budget lines where possible)

2

Reputational risk to the Mayor of the events failing.

There is a robust planning process for the event, so early indications of potential event failure can be identified.

b) Links to Mayoral strategies and priorities

The events have a direct link to the GLA corporate plan section II – Listening to Londoners encouraging the fullest participation and engagement by all London’s communities in developing the policies and strategies to improve London.  It also links to the statutory requirement to deliver a State of London Debate by 30 June each year

c) Impact assessments and consultation 

• The State of London Debate was taken to GLA Oversight Committee in February 2017 for approval
• Peoples Question Time November 2017 will go to the GLA Oversight Committee in June 2017 and Peoples Question Time March 2018 will go to GLA Oversight Committee in October 2017.

 

Financial comments

5.1 The proposed GLA expenditure on the statutory debates of up to £110,000 will be funded from the Events for London Programme budget for 2017-18.

Activity table

State of London Debate

 

Activity

Timeline

Procurement of contract [for externally delivered projects]

April 2017

Contract issue

April 2017

Delivery Start Date  - event planning

April 2017

Delivery

June 2017

 

Peoples Question Time

 

Activity

Timeline

Procurement of contract [for externally delivered projects]

May 2017

Contract issue

May 2017

Delivery Start Date  - event planning

July  2017

Delivery

November 2017