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Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall

Contact: Alistair MacLellan
tel.no.: 020 7332 1416  Email: alistair.maclellan@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

2.

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

Minutes:

There were no declarations of interests.

 

XXX declared a pecuniary/non-pecuniary interest in relation to item XXX by virtue of XXX.

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

3.

Minutes pdf icon PDF 172 KB

To agree the public minutes and summary of the meeting held on 14 February 2018.

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

Minutes:

RESOLVED – That the public minutes and summary of the meeting held on 14 February 2018 are approved as an accurate record.

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

4.

Outstanding Actions pdf icon PDF 153 KB

Report of the Town Clerk.

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

Minutes:

5.

Gateway Approval Process pdf icon PDF 94 KB

To note the Gateway Approval process.

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

Minutes:

RESOLVED – That the Sub-Committee notes the Gateway Approval Process.

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

6.

City of London Approach to Project Management pdf icon PDF 433 KB

Report of the Assistant Town Clerk & Cultural Hub Director.

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

Additional documents:

Minutes:

Members considered a report of the Assistant Town Clerk and the Cultural Hub Director regarding the City of London Approach to Project Management and the following points were raised:

 

·         The Town Clerk commented that after consultation with the Corporate Programme Office, the Department is looking into having the Town Clerk review project plans before they go to the Committee.  The approach that is aimed for is one in which the Departments and Committees take ownership over their own projects.

 

·         The Town Clerk informed Members that risk management is priority to be reviewed.  Project Managers should be encouraged to identify risks and mitigation and seek to quantify risk.  It was added that a reward incentive could be used to encourage risk management review, by having funds more readily available for those who have clearly demonstrated the risks at an early stage.

 

·         A Member commented on the capability and skills set of project managers and whether training should be looked into.   The Town Clerk informed the Members that the Corporate Programme Office are focusing on getting the right internal training and also looking in to where external project managers are required for more specific or complicated projects.

 

·         A Member commented that it needs to be clear in the reports who is responsible for what and who is to report to who.

 

·         The Town Clerk commented that the Gateway numbers could be replaced with  a named title for each stage, to which the Chairman suggested that numbered Gateways are useful, but they could be amended slightly.

 

RESOLVED – That Members:

 

·         Approved the suggested amendments to the project reporting process.

 

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

7.

City of London Major Works Strategy Stage 1 pdf icon PDF 364 KB

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding the City of London Major Works Strategy.

 

RESOLVED - That Members:

 

·         Approved the strategy, implementation and procurement route for Major Works between £1m and £15m, which is to develop 4 strategic frameworks for works within an estimated total annual value range £130m to £245m. These will be procured as follows:

o   Framework 1 – £1m-£4.6m/ OJEU threshold (IPG, CPG, Open Space, Police, Markets and Barbican)

o   Framework 2 –£1m to £4.6m/OJEU threshold (Housing)

o   Framework 3 - £4.6m/OJEU to £15million (IPG, CPG, Open Space, Police, Markets and Barbican)

o   Framework 4 - £4.6m/OJEU to £15million (Housing)

 

·         Approved the evaluation criteria; the proposed evaluation criteria of 60% quality 40% price is in line with the Procurement Code. The proposed weighting towards quality reflects the priority and focus of getting the quality of the service element right.

·         Approved undertaking of soft market testing in May 2018 and look to procure a strategic solution in September 2018 with a potential award date in March 2019.

 

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

8.

Gateway 1 & 2 - New Entrance Silk Street Building pdf icon PDF 145 KB

Report of the Principal of the Guildhall School of Music and Drama.

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

Minutes:

Members considered a Gateway 1&2 Proposal (Regular) Report of the Principal of the Guildhall School of Music and Drama regarding a new entrance for Silk Street Building and the following points were made:

 

·         The Chairman shared his agreement that the works need doing but commented that no income will be generated from this project.

 

·         In response to a question the Town Clerk confirmed that this project has gone to the Service Committee prior to the Project Sub-Committee.  The Chairman commented that this project is to be decided by Resource Allocation, rather than this Committee.

 

RESOLVED – That Members:

 

·         Approved the proposal subject to the decision of Resource Allocation.

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

9.

Gateway 1 & 2 - Piano Replacement - Guildhall School of Music & Drama pdf icon PDF 120 KB

Report of the Principal of the Guildhall School of Music and Drama.

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

Additional documents:

Minutes:

Members considered a Gateway 1&2 Project Proposal (Light) report of the Principal of the Guildhall School of Music and Drama regarding a piano replacement and the following points were made:

 

·         The Chairman commented that as the piano is used by both the School and the Barbican centre, the application should come from both, also that this is a decision for Resource Allocation.  The Chamberlain confirmed that this request will come from both the School and the Barbican Centre.

 

RESOLVED – That Members:

 

·         Approved the proposal subject to the decision of Resource Allocation.

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

10.

Gateway 3 Issue - Bank Junction Improvements Project pdf icon PDF 96 KB

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 3 Issue (Complex) report of the Director of the Built Environment regarding the Bank Junction Improvements Project and the following point was made:

 

·         In response to a question, the Director of the Built Environment informed members that the 18th month delay is due to awaiting Members decision arising from the trial.

 

RESOLVED – That Members:

 

·         Approved the request to postpone activity on the Bank Junction Improvements Project until Autumn 2018.

 

·         Acknowledged the 18-month delay to the delivery of the Bank Junction Improvements Project. Note that this delay will not impact on the ability to deliver physical change at Bank before additional capacity works are completed at Bank Underground Station.

 

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

11.

Gateway 3 & 4 - Design, Build, Support and Hosting for New Website pdf icon PDF 188 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

Members considered a Gateway 3/4 Options Appraisal (Regular) report of the Town Clerk regarding the design, build support and hosting for the new website.

 

RESOLVED – That Members:

 

·        Agreed to delegate authority to the Town Clerk to consider the updated paper that as provided in the meeting.

 

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

12.

Gateway 6 Progress - London Wall Place - S278 Highway Work and Additional Security Measures pdf icon PDF 96 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 6 Progress Report of the Director of the Built Environment regarding S278 Highway Work and additional security measures.

 

RESOLVED – That Members:

 

·         Approved the implementation of the additional security measures on the public highway outside 1 London Wall Place.

 

 ...  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 item(s) 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 item(s) 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 14 February 2018.

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

Minutes:

The Sub-Committee approved the non-public minutes of the meeting held on 14 February 2018 as an accurate record.

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

17.

Non-Public Outstanding Actions

Report of the Town Clerk.

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

Minutes:

Members noted the update on outstanding actions.

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

18.

Request for Delegated Authority Decisions in lieu of April 2018 Meeting

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk.

 

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

19.

Gateway 1 & 2 - City's Cash- Redevelopment of Smithfield Annexe, London EC1

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1&2 Project Proposal (Complex) Report of the City Surveyor.

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

20.

Non public appendix to item 7 - city of london major works strategy stage 1

Minutes:

Members received the non-public appendix.

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

21.

Gateway 1 & 2 - Smithfield Railway Tunnel Lids

Report of the Town Clerk.  

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

Minutes:

Members considered a Gateway 2 Project Proposal (Regular) Report of the Town Clerk.

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

22.

Gateway 1 & 2 - Southwark Bridge South Viaduct Waterproofing

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 1&2 Project Proposal (Regular) report of the Director of the Built Environment.

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

23.

Gateway 1 & 2 - Blackfriars Bridge Parapet Refurbishment and Bridge Repainting

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 1&2 Project Proposal (Regular) Report of the Director of the Built Environment.

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

24.

Gateway 3 - Sumner Buildings

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 24.

Minutes:

Members considered a Gateway 3 Outline Options Appraisal (Complex) Report of the Director of Community and Children’s Services.

 ...  view the full minutes text for item 24.

25.

Gateway 4 Issue - Barbican Estate Concrete Repairs

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 25.

Minutes:

Members considered a Gateway 4 Issue (Regular) report of the Director of Community and Children’s Services.

 ...  view the full minutes text for item 25.

26.

Gateway 1/2/3/4 - City of London School Summer Works Programme

Report of the Headmaster of the City of London School.

 ...  view the full agenda text for item 26.

Minutes:

Members considered a Gateway 1-4 Project Proposal and Options Appraisal (Regular) report of the Headmaster of the City of London School.

 

 

 ...  view the full minutes text for item 26.

27.

Gateway 1/2/3/4 - City of London School - Replacement Heat Source/Boilers

Report of the Headmaster of the City of London School.

 ...  view the full agenda text for item 27.

Minutes:

Members considered a Gateway 1-4 Project Proposal and Options Appraisal (Regular) report of the Headmaster of the City of London School.

 ...  view the full minutes text for item 27.

28.

Gateway 5 Issue - Golden Lane Community Centre

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 28.

Minutes:

Members considered a Gateway 5 Issues Report of the Director of Community and Children’s Services.

 ...  view the full minutes text for item 28.

29.

Gateway 6 Issue - Action and Know Fraud Centre - Contract Service Budget

Report of the Commissioner of the City of London Police.

 ...  view the full agenda text for item 29.

Minutes:

Members considered a Gateway 6 Issue (Complex) Report of the Commissioner of the City of London Police.

 ...  view the full minutes text for item 29.

30.

Gateway 7 - Libraries & LMA IT and Infrastructure Project

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 30.

Minutes:

Members considered a Gateway 7 Outcome (Light) Report of the Director of Community and Children’s Services.

 ...  view the full minutes text for item 30.

31.

Buildings Programme (Housing Projects) - Red, Amber and Green

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 31.

Minutes:

Members received a report of the Director of Community and Children’s Services.

 ...  view the full minutes text for item 31.

32.

Highways and Public Realm Programme- Red, Amber, Green Update

Report of the Director of the Built Environment.

 ...  view the full agenda text for item 32.

Minutes:

Members received a report of the Director of the Built Environment.

 ...  view the full minutes text for item 32.

33.

Town Clerk's Programme - Red, Amber, Green Update

Report of the Assistant Town Clerk & Cultural Hub Director.

 ...  view the full agenda text for item 33.

Minutes:

Members received a report of the Town Clerk.

 ...  view the full minutes text for item 33.

34.

Report on Action Taken

Report of the Town Clerk.

 ...  view the full agenda text for item 34.

Minutes:

The Sub-Committee noted a report of the Town Clerk which provided information of action taken under delegated authority or urgency procedures since the last meeting.

 ...  view the full minutes text for item 34.

35.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

 ...  view the full minutes text for item 35.

36.

Any other business that the Chairman considers urgent and which the Committee agree should be considered whilst the public are excluded

Minutes:

36a

AOB - Police Accommodation Projects Transfer to Capital Buildings Committee

Report of the Assistant Town Clerk & Culture Mile Director.

 ...  view the full agenda text for item 36a

Minutes:

Members considered a report of the Assistant Town Clerk and the Culture Mile Director.

 

 

 ...  view the full minutes text for item 36a

36b

Thanks to Chairman

Minutes:

The Deputy Chairman expressed thanks to the Chairman of the Committee who will be stepping down.  The Chairman was thanked for his work in launching the Sub-Committee. Navigating Members through the Committee and leaving it in in such good order.

 ...  view the full minutes text for item 36b

 


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