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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:

Apologies were received from Nick Bensted-Smith and Marianne Fredericks.

 

The Chairman introduced the meeting by explaining that a risk-based approach would be adopted going forward to ensure projects were scrutinised and challenged correctly, with value for money being given consideration. It was added that thought would be given to the creation of an Academy for Project Management to assist officers.

 

The Chairman gave thanks to all former Members who had served on the Sub-Committee and welcomed new Members.

 

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

2.

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

Minutes:

Deputy Jamie Ingham-Clark declared a non-pecuniary interest in relation to item 34 by virtue of being a Church Warden of St Lawrence Jewry Church.

 

Andrew McMurtrie declared a non-pecuniary interest in relation to item 38 by virtue of being the Chairman of the City of London Academies Trust.

 

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

3.

Appointment of Co-Opted Members

The Town Clerk to be heard.

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

Minutes:

The Town Clerk noted that seven expressions of interest had been received for four vacancies. A ballot was therefore conducted.

 

RESOLVED – That Karina Dostalova, Anne Fairweather, James Tumbridge and Philip Woodhouse be co-opted on to the Projects Sub-Committee for 2018/19.

 

The Chairman thanked all Members for their interest in serving on the Sub-Committee.

 

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

4.

Terms of Reference pdf icon PDF 58 KB

To receive the Sub-Committee’s Terms of Reference for 2018/19.

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

Minutes:

Members considered a report of the Town Clerk setting out the composition and the terms of reference for the Sub-Committee.

 

RESOLVED – that the terms of reference be noted.

 

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

5.

Gateway Approval Process pdf icon PDF 100 KB

To note the Gateway Approval process.

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

Minutes:

RESOLVED – that the Gateway Approval Process be noted.

 

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

6.

Minutes pdf icon PDF 89 KB

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

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

Minutes:

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

 

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

7.

Outstanding Actions pdf icon PDF 57 KB

Report of the Town Clerk

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

Minutes:

Members considered a report of the Town Clerk setting out outstanding actions from previous meetings.

 

RESOLVED – That Members received an update from the Town Clerk detailing outstanding actions.

 

 

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

8.

Gateway 1&2 Issue - Dominant House Footbridge Future Options pdf icon PDF 62 KB

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 1 & 2 Report of the Director of the Built Environment regarding Dominant House Footbridge Future Options.

 

RESOLVED – That Members:

 

·         agree the revised budget (an additional £21,257 from the On-Street Parking Reserve) and for investigations to be carried out on the rest of the structure.

 

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

9.

Gateway 1&2 Progress - Thames Court Footbridge pdf icon PDF 80 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 1 & 2 report of the Director of the Built Environment regarding Thames Court Footbridge and the following points were made:

 

·         A Member commented that this project was controversial and expressed concern over the potential cost implications.  The Chairman noted that Members would have the opportunity to scrutinise the project further when it reached Gateway 5.

 

RESOLVED – that the report be noted.

 

 

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

10.

Gateway 1&2 - 35 Vine Street s278 pdf icon PDF 77 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 1 & 2 report of the Director of the Built Environment regarding 35 Vine Street s278.

 

RESOLVED – That the project be approved to Gateway 3/4 on the Regular route.

 

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

11.

Gateway 5 Issue - Aldgate Highway Changes and Public Realm Improvements pdf icon PDF 104 KB

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 5 issue report of the Director of the Built Environment regarding Aldgate highway changes and public realm improvements and the following points were made:

 

·         The Chairman noted that this report had been approved at the City of London Corporation’s Resource Allocation Sub (Policy and Resources) Committee in May 2018.

 

·         In response to Members’ comments that the project had incurred a high level of costs, the Town Clerk suggested that consideration should be given to what could be done differently when the project reached Gateway 7 as there were important lessons to be learnt.  The Chairman suggested a separate meeting take place to ensure the lessons learned would be effective.

 

RESOLVED – That Members:

 

·         Note the overall project update, and that the City Surveyor’s Department would be submitting a report associated with the Pavilion;

 

·         Agree that any remaining funding shortfall, which was not expected to exceed £3M, be met from the OSPR, off set from the provision set aside for the All Change Bank project;

 

·         Approve the increase of annual departmental base budgets for Highways (£75k) and Open Spaces (£40k), from the OSPR, to provide for the revenue implication of the Aldgate project; 

 

·         Note that a joint Lessons Learnt report would follow in Summer 2018 and the Gateway 7 report would be provided a year later, as communications and monitoring concluded;

 

·         Agree that the gates provided in the enclosure around the extended church garden area would be closed at night time using the City’s powers under S.115B of the Highways Act 1980.

 

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

12.

Gateway 6 Progress - Bank on Safety: Second report on the performance of the experiment pdf icon PDF 370 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members received a Gateway 6 progress report of the Director of the Built Environment regarding the Bank on Safety project.

 

RESOLVED – that the report be noted.

 

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

13.

Gateway 7 - The Hive Learning & Volunteer Centre, Hampstead Heath pdf icon PDF 66 KB

Report of the Director of Open Spaces.

 

N.B. this item includes an example of the new Project Dashboard.

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

Additional documents:

Minutes:

Members considered a Gateway 7 report of the Director of Open Spaces regarding The Hive learning and volunteering centre at Hampstead Heath.  Members noted that the report included an example of the new project dashboard.  The following points were made:

 

·         The Deputy Chairman extended thanks to workstream leaders and commented that the Project Management Academy, as mentioned at the beginning of the meeting, would give workstream leaders confidence that the Sub-Committee was supporting them.

 

RESOLVED – That Members:

 

·         Note the lessons learnt and approved closing the project prior to Gateway 5.

 

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

14.

Gateway 7 - City Transportation Major Projects Consolidated Report pdf icon PDF 145 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a consolidated Gateway 7 report of the Director of the Built Environment regarding City transportation major projects.

 

RESOLVED - That Members:

 

·         Note the report;

 

·         Approve that the projects be closed and the remaining funds returned.

 

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

15.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

16.

Any other business that the Chairman considers urgent

Minutes:

Action taken by the Town Clerk under delegated authority or urgency procedures

The Chairman commented that as some of the information contained within the report of action taken (due to be considered at Item 49) could be reported within the public session, a public report had been revised and circulated to Members and was furthermore tabled for information.

 

RESOLVED – that the report be noted.

 

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

17.

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 17.

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 17.

18.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 14 March 2018.

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

Minutes:

RESOLVED – that the non-public minutes of the meeting held on 14 March 2018 be approved as an accurate record.

 

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

19.

Outstanding Actions

Report of the Town Clerk

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

Minutes:

Members considered a report of the Town Clerk outlining non-public actions arising from previous meetings.

 

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

20.

Non-Public Appendix to Item 11 - Gateway 5 Aldgate Highway Changes and Public Realm Improvements

Minutes:

Members considered the non-public appendix to Item 11 (Gateway 5 Aldgate Highway Changes and Public Realm Improvements).

 

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

21.

Gateway 3/4 - City of London Police IP Telephony Upgrade

Report of the Chamberlain.

 

N.B. the PT3 (Procurement) form accompanying this report will follow as a late item.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 32 (Gateway 3/4 report of the Chamberlain regarding the Police IP telephony upgrade) was considered next.

 

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

22.

Gateway 3/4 - Digital Interview Recording Solution

Report of the Commissioner of the City of London Police.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 35 (Gateway 3/4 report of the Commissioner of the City of London Police regarding a digital interview recording solution) was considered next.

 

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

23.

Gateway 3/4 - Security Programme

Report of the Director of the Built Environment.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 36 (Gateway 3/4 report of the Director of the Built Environment regarding the Security Programme) was considered next.

 

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

24.

Gateway 4 Issue - Great Arthur House- New Curtain Walling and Window Replacement

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 37 (Gateway 4 issue report of the City Surveyor regarding curtain walling and window replacement of Great Arthur House) was considered next.

 

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

25.

Gateway 4 Issue - Provision of Additional Primary School Places and Social Housing on the Former Richard Cloudesley School Site, Golden Lane, EC1

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 38 (Gateway 4 report of the City Surveyor regarding the provision of additional primary school places and social housing on the former Richard Cloudesley school site) was considered next.

 

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

26.

Gateway 1&2 - Barbican Concert Hall Stage Risers - (Spiral Lifts)

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 21 (Gateway 1 & 2 report of the Managing Director of the Barbican Centre regarding the spiral lifts of the concert hall stage risers) was considered next.

 

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

27.

Gateway 1&2 - Guildhall Switch Room Asbestos and Live Electrical Equipment Removal, and Water Ingress Solution

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 22 (Gateway 1 & 2 report of the City Surveyor regarding Asbestos and live electrical equipment removal, as well as water ingress solution of the Guildhall switch room) was considered next.

 

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

28.

Gateway 1&2 - Walbrook Wharf Replacement Roof

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 23 (Gateway 1 & 2 report of the City Surveyor regarding Walbrook Wharf’s roof replacement) was considered next.

 

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

29.

Gateway 1&2 - Fire Safety Project (1) Emergency Lighting Systems

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 27 (Gateway 1 &2 report of the Managing Director of the Barbican Centre regarding emergency lighting systems) was considered next.

 

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

30.

Gateway 1&2 - Art Gallery 2019 - Cyclical & Fire Precaution Works

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 28 (Gateway 1 & 2 report of the Managing Director of the Barbican Centre regarding Art Gallery 2019 – cyclical & fire precaution works) was considered next.

 

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

31.

Gateway 1/2/3/4 - Tenants' and Landlord's Electrical Services Testing and Smoke Detector Installation

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

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 29 (Gateway 1 – 4 report of the Director of Community and Children’s Services regarding tenants’ and landlords’ electrical services testing and smoke detector installation) was considered next.

 

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

32.

Gateway 3 - City Fund - Refurbishment and Extension of New Liverpool House, 15/17 Eldon Street, London EC2M

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 30 (Gateway 3 report of the City Surveyor regarding the refurbishment and extension of New Liverpool House) was considered next.

 

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

33.

Gateway 3 - Candlewick House, 116-126 Cannon Street, London, EC4 - Bridge House Estates

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 31 (Gateway 3 report of the City Surveyor regarding Candlewick House) was considered next.

 

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

34.

Gateway 3/4 Issue - St Lawrence Jewry Church

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 report of the City Surveyor regarding St Lawrence Jewry Church.

 

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

35.

Gateway 1&2 - Guildhall Art Gallery Cloakroom and Lavatories Refurbishment

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 24 (Gateway 1 & 2 report of the City Surveyor regarding the Guildhall Art Gallery cloakroom and lavatories refurbishment) was considered next.

 

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

36.

Gateway 1&2 - Guildhall Complex and Walbrook Wharf Sub-Metering Report

Report of the City Surveyor.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 25 (Gateway 1 & 2 report of the City Surveyor regarding the Guildhall complex and Walbrook Wharf sub-metering) was considered next.

 

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

37.

Gateway 1&2 - London Wall Car Park Joints and Waterproofing

Report of the Director of the Built Environment.

 ...  view the full agenda text for item 37.

Minutes:

Members agreed to vary the order of items on the agenda so that Item 26 (Gateway 1 & 2 report of the Director of the Built Environment regarding London Wall car park joint and waterproofing) was considered next.

 

 ...  view the full minutes text for item 37.

38.

Gateway 3/4 Curve Gallery Project Phase 2

Report of the Managing Director, Barbican Centre.

 ...  view the full agenda text for item 38.

Minutes:

Members agreed to vary the order of items on the agenda so that Item 33 (Gateway 3/4 report of the Managing Director of the Barbican Centre regarding the Curve Gallery project) was considered next.

 

 ...  view the full minutes text for item 38.

39.

Gateway 7 - London Bridge Staircase

Report of the Director of the Built Environment.

 ...  view the full agenda text for item 39.

Minutes:

Members considered a Gateway 7 report of the Director of the Built Environment regarding London Bridge Staircase.

 

 

 

 ...  view the full minutes text for item 39.

40.

Gateway 7 - City's Estate - 53 New Broad St., major refurbishment of office building

Report of the City Surveyor.

 ...  view the full agenda text for item 40.

Minutes:

Members considered a Gateway 7 report of the City Surveyor regarding City’s Estate, 53 New Broad Street Major Refurbishment.

 ...  view the full minutes text for item 40.

41.

Gateway 7 - Body Worn Video

Report of the Commissioner of the City of London Police.

 ...  view the full agenda text for item 41.

Minutes:

Members considered a Gateway 7 report of the Commissioner of City of London Police regarding Body Worn Video.

 ...  view the full minutes text for item 41.

42.

Gateway 7 - Body Worn Video - Tactical Firearms Group (TFG)

Report of the Commissioner of the City of London Police.

 ...  view the full agenda text for item 42.

Minutes:

Members considered a Gateway 7 report of the Commissioner of City of London Police regarding Body Worn Video – Tactical Firearms Group (TFG).

 

 ...  view the full minutes text for item 42.

43.

Gateway 7 - Frobisher Level 4 Barbican Centre

Report of the Managing Director, Barbican Centre.

 ...  view the full agenda text for item 43.

Minutes:

Members considered a Gateway 7 report of the Managing Director of the Barbican Centre regarding Frobisher Level 4 Barbican Centre.

 ...  view the full minutes text for item 43.

44.

Gateway 7 - Highams Park Lake

Joint Report of the Director of the Built Environment and the Director of Open Spaces.

 ...  view the full agenda text for item 44.

Minutes:

Members considered a joint Gateway 7 report of the City Surveyor and Director of Open Spaces and Heritage regarding Highams Park Lake.

 ...  view the full minutes text for item 44.

45.

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 45.

Minutes:

Members considered a report of the Director of Community and Children’s Services that provided an update on red, amber and green projects on the Buildings Programme.

 ...  view the full minutes text for item 45.

46.

Highways and Public Realm Programme - Green, Amber and Red

Report of the Director of the Built Environment.

 ...  view the full agenda text for item 46.

Minutes:

Members considered a report of the Director of Built Environment that provided an update on red, amber and green projects on the Highways and Public Realm Programme.

 ...  view the full minutes text for item 46.

47.

Open Spaces Programme - Red, Amber and Green

Report of the Director of Open Spaces.

 ...  view the full agenda text for item 47.

Minutes:

Members considered a report of the Director of Open Spaces and Heritage that provided an update of red, amber and green projects on the Open Spaces Programme.

 ...  view the full minutes text for item 47.

48.

Town Clerk's Programme - Red, Amber and Green

Report of the Town Clerk.

 ...  view the full agenda text for item 48.

Minutes:

Members considered a report of the Town Clerk that provided an update on red, amber and green projects on the Town Clerk’s Programme.

 ...  view the full minutes text for item 48.

49.

Action Taken by the Town Clerk under Delegated Authority or Urgency Procedures

Report of the Town Clerk.

 ...  view the full agenda text for item 49.

Minutes:

Members considered a report of the Town Clerk detailing action taken under delegated authority or urgent procedures since the last meeting.

 

 ...  view the full minutes text for item 49.

50.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

 ...  view the full minutes text for item 50.

51.

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

Minutes:

There were two items of urgent business considered in the non-public session.

 

 ...  view the full minutes text for item 51.

 


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