Agenda and minutes
GLA Oversight Committee - Thursday 17 December 2015 2.00 pm

To receive any apologies for absence and any announcements from the Chair.

1.1  Apologies for absence were received from Gareth Bacon AM, for whom Andrew Boff AM attended as a substitute Member, and from Navin Shah AM.

The Committee is recommended to:

(a)  Note the offices held by Assembly Members, as set out in the table at Agenda Item 2, as disclosable pecuniary interests;

(b)   Note the declaration by any Member(s) of any disclosable pecuniary interests in specific items listed on the agenda and the necessary action taken by the Member(s) regarding withdrawal following such declaration(s); and

(c)   Note the declaration by any Member(s) of any other interests deemed to be relevant (including any interests arising from gifts and hospitality received which are not at the time of the meeting reflected on the Authority’s register of gifts and hospitality, and noting also the advice from the GLA’s Monitoring Officer set out at Agenda Item 2) and to note any necessary action taken by the Member(s) following such declaration(s).

2.1  Resolved:

That the list of offices held by Assembly Members, as set out in the table at Agenda Item 2, be noted as disclosable pecuniary interests.

The Committee is recommended to confirm the minutes of the meeting of the GLA Oversight Committee held on 25 November 2015 to be signed by the Chair as a correct record.

3.1  Resolved:

That the minutes of the meeting of the GLA Oversight Committee held on 25 November 2015 be signed by the Chair as a correct record.

4.1  The Committee received the report of the Executive Director of Secretariat.

4.2  The Chair advised the Committee that additional correspondence from the Chairman of the London Pensions Fund Authority and the Chairman of TfL’s Audit and Assurance Committee had also been received and would be reported formally to the Committee at its next meeting.

4.3  Resolved:

That the completed and outstanding actions arising from previous meetings of the GLA Oversight Committee be noted.

Report of the Executive Director of Secretariat

Contact:  John Barry; [email protected]; 020 7983 4425 

The Committee is recommended to note the actions taken by the Chair of the Committee under delegated authority.

5.1  The Committee received the report of the Executive Director of Secretariat setting out changes to the work programe and recent correspondence issued by the Chair of the GLA Oversight Committee under delegated authority.

5.2  Resolved:

That the recent actions taken by the Chair of the Committee under delegated authority be noted.

5.3  In accordance with Standing Orders, the Chair took the next three items of business in a different order than that set out on the agenda.

Report of the Executive Director of Secretariat

Contact: Katie Smith; [email protected]; 020 7983 4423 

The Committee is recommended to note the report and the discussion with Boris Johnson MP, Chairman of Transport for London, and Mike Brown MVO, Commissioner of Transport for London.

6.1  The Committee received the report of the Executive Director of Secretariat.

6.2  In attendance for this item were the following invited guests:

·  Boris Johnson MP, Chairman of Transport for London (TfL);

·  Mike Brown MVO, Commissioner, TfL; and

·  Richard De Cani, Managing Director of Planning, TfL.

6.3  During the course of the conversation, the Committee requested the following additional information:

·  Minutes or notes of any meetings between representatives of TfL and Heatherwick Studio in the period before the tender was released;

·  Notes, minutes and details of attendees at any meetings held in the United States of America in relation to sponsorship of the Garden Bridge;

·  Notes, minutes and details of attendees at the meeting about the Garden Bridge held on 23 May 2013 at Swire House, 59 Buckingham Gate;

·  Examples of where, during previous TfL procurement processes, bids submitted after the deadline have been accepted;

·  Clarification on the audited notes concerning a meeting to “review the invoices and commercials relating to the two contracts Garden Bridge audit 1563”, specifically on the issue of who scored during the commercial day rate analysis.

·  Details of the Board-level processes for reviewing and monitoring major procurement decisions; and

·  A copy of the email  ...  view the full minutes text for item 6.

Report of Executive Director of Resources

Contact: Matthew Beals; 020 7983 5721; [email protected]

The Committee is recommended to comment on and note the updated position, as set out in the report.

7.1  The Committee received the report of the Executive Director of Resources. In addition to the Executive Director of Resources, the Chief of Staff was also in attendance for this item.

7.2  The Committee was advised that, as had previously been indicated, the programme’s direction had changed over time so that joint procurement had become the main focus of the Authority’s shared services activity. To that end, a team had been successfully established to identify more general opportunities for collaborative procurement and work had been initiated to combine insurance services across the organisation. The Committee was also informed that the model for new organisations within the GLA, such as the Old Oak and Park Royal Development Corporation, was one built entirely on a platform of shared services.

7.3  The Executive Director of Resources explained that, at the request of the Committee and in an effort to provide the utmost level of transparency, the collaborative procurement team had published milestones for every category of activity. The Executive Director of Resources also undertook to share formally the results of internal shared service audits with other parts of the organisation.

7.4  The Chief of Staff added that he was confident the Authority would  ...  view the full minutes text for item 7.

The Head of Paid Service to provide any service updates not covered in the rest of the agenda.

8.1  The Committee received the oral update of the Head of Paid Service.

8.2  The Head of Paid Service updated the Committee on the recent health devolution announcement and the pilots covering four themes that were components of the proposals:

·  A sub-regional care integration pilot between the London boroughs of Barking and Dagenham, Havering and Redbridge;

·  A sub-regional estates pilot in Barnet, Camden, Enfield, Haringey and Islington;

·  Local care integration pilots for Hackney and Lewisham; and

·  A local prevention pilot in Haringey.

8.3  It was anticipated that preparation activity would start in the new year, with the expectation that testing activity for the pilots would start from 1 April 2016, subject to agreement on how the pilots would be resourced.

8.4  The whole programme would receive its political direction and be overseen by the London Health Board, chaired by the Mayor with the involvement of borough leaders and other partner organisations.

8.5  Andrew Boff AM asked if clarification could be provided on the various roles and responsibilities within the arrangements but the Head of Paid Service explained that given that these would be pilots, by their very nature, there would be no predetermination on where responsibilities would ultimately reside,  ...  view the full minutes text for item 8.

Report of the Executive Director of Secretariat

Contact:  John Barry; [email protected]; 020 7983 4425

The Committee is recommended to note its work programme for the remainder of 2015-16 and identify any additional issues it wishes to consider at future meetings.

9.1  The Committee received the report of the Executive Director of Secretariat.

9.2  The Chair suggested that the Committee should consider inviting the Chairman of Transport for London’s Audit and Assurance Committee to a future meeting of the Committee to conclude the investigation on the Garden Bridge design procurement.  Darren Johnson AM proposed that the investigation should conclude with a cross-party letter setting out the Committee’s recommendations on the procurement process. 

9.3  Resolved:

That, subject to the comments recorded above, the work programme for the remainder of 2015-16 be noted.

The next meeting of the Committee is scheduled to be held on Thursday 21 January 2016 at 2.00pm in Committee Room 5.

10.1  The next meeting of the Committee was scheduled to be held on Thursday 21 January 2016 at 2pm in Committee Room 5.

11.1  There were no items of urgent business.

12.1  The meeting finished at 4.17pm.