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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 Anne Fairweather, Chris Hayward, Deputy Catherine McGuinness and James Tumbridge.

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

2.

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

Minutes:

There were no declarations of interest.

 

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

3.

Minutes pdf icon PDF 88 KB

To agree the public minutes and summary of the meeting held on 16 May 2018.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the meeting held on 16 May 2018 be approved as a correct record.

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

3a

Outstanding Actions pdf icon PDF 56 KB

Report of the Town Clerk.

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

Minutes:

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

 

Gateway 1 &2 – Sugar Quay s278

The Town Clerk noted that a east-turn for road users on Lower Thames Street was possible and so this action could be closed.

 

Gateway 3 – Windows and Common Parts Replacement – Golden Lane

At the request of a Member, the Director of Community and Children’s Services agreed that the Gateway 7 report for Great Arthur House would be submitted to the September 2018 meeting.

 

City of London Approach to Project Management

The Chairman noted that the action concerning costed risk items and associated financials would be dealt with in the forthcoming Academy for Programme and Project Management and not via a report to the Sub-Committee. The action could therefore be closed.

 

Projects approved at officer-level

The Chairman noted that a sample of projects approved by officers under the scheme of delegation would be discussed as part of the ongoing project management review and therefore this action could be closed. He added that the review was overseeing in particular project initiation, engagement with spending Committees, and appropriate use of scheme of delegations to officers/delegated authority by the Town Clerk. A report would be submitted to the July 2018 meeting. In response to a request rom a Member, the Town Clerk agreed to recirculate the Arcadis project management review findings.

 

Academy for Programme and Project Management

The Town Clerk noted that a meeting was scheduled with the Human Resources Department during week commencing 18 June 2018 to take the proposal for an Academy for Programme and Project Management forward.

 

RESOLVED, that the report be received.

 

 

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

4.

Gateway Approval Process pdf icon PDF 100 KB

To note the Gateway Approval process.

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

Minutes:

RESOLVED – That Members note the Gateway Approval Process.

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

5.

Gateway 1/2 - Moor Lane Ultra Low Emission Vehicle only pilot (Low Emission Neighbourhood Project) pdf icon PDF 108 KB

Joint Report of the Director of Markets and Consumer Protection and the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 1 &2 joint report of the Director of Markets and Consumer Protection and the Director of the Built Environment regarding Moor Lane Ultra Low Emission Vehicle Only Pilot (Low Emission Neighbourhood Project). In response to a question from a member, the Director of the Built Environment confirmed that some communication activity would need to be conducted to highlight the project once it was completed.  

 

RESOLVED, that the Gateway 1 &2 joint report regarding Moor Lane Ultra Low Emission Vehicle Only Pilot (Low Emission Neighbourhood Project) proceed to Gateway 5 on the Light Route.

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

6.

Gateway 3/4 - External Repair Works to City of London Magistrates Court pdf icon PDF 154 KB

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3 report of the City Surveyor regarding External Repair Works at the City of London Magistrates’ Court.

 

RESOLVED, that Members

 

·         Approve option 2, to carry out essential works which will ensure the building is maintained to a good condition for the next 5 years, whilst substantial progress is made on the new judicial centre.

 

·         Approve the recommendation to consolidate the work and deliver under one project.

 

·         Approve a gateway 3 cost of £20,000, made up of the remaining £9,816 from the original £15,000 budget approved at gateway 1/ 2 and uplift of £10,184 from the City’s Cash Annual Provision for New Schemes. This will be to develop a specific design and specification ready to tender the works.

 

·         Note that the current total project estimated cost is £635,000. A funding strategy is to be agreed with HMCTS and submitted to Members within a gateway 4/ 5 report.

 

·         Note that officers will engage with City Procurement and present preferred procurement route also to be presented within the gateway 4/ 5 which will be submitted for Committee approval.

 

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

7.

Gateway 3/4 - Dron House and William Blake Estate Door Entry Systems pdf icon PDF 136 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 3 & 4 report of the Director of Community and Children’s Services regarding Dron House and William Blake Estate Door Entry Systems. The Chairman noted that it was imperative that the project remained in budget given the monies were provided from the Housing Revenue Account (HRA).

 

RESOLVED, that Members

 

·         Give approval to seek design and build tenders for the replacement of audio only locally networked system at William Blake estate (option 2) and an audio only cloud-based network system at Dron House (option 3) using electronic key fobs.

 

·         Note the estimated costs of £144,065 (William Blake) and £120,405 (Dron House), and that these include projected staff fees and costs at 12.5%.

 

·         Approve that the previously allocated amounts of £19,750 (fees) and £5000 (staff costs) be used to take this project up to Gateway 5.

 

 

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

8.

Public Gateway 7 Outcome Reports

Minutes:

Members considered a number of Gateway 7 reports. The Chairman noted that, to promote greater transparency, Members were welcome to discuss Item 18 (Gateway 7 – Hampstead Heath Ponds Project) in public session provided no reference was made to non-public aspects of the report.

 

Gateway 7 – Hampstead Heath Ponds Project

Members therefore considered a non-public Gateway 7 report of the Director of Open Spaces and Heritage regarding the Hampstead Heath Ponds Project and the following points were made.

 

·         The Director of the Built Environment noted that the project had been challenge but had resulted in very positive outcomes. He noted that key lessons from the project included the allocation of a risk budget and securing value for money early in the project, particularly at contractor engagement stage.

 

·         The Chairman added that other positive elements of the project included stakeholder engagement and education outreach. He noted that this project would be used as a case study in the forthcoming Academy for Programme and Project Management.

 

·         A Member, in her capacity as Chairman of the Hampstead Heath, Highgate Wood and Queen’s Park Committee, noted her thanks to Members and officers who had been involved in the project.

 

·         The Chairman noted that the report would be considered further in non-public session.

 

Gateway 7 – Electronic Social Care Recording System

Similarly, the Chairman noted that after further review, the Town Clerk was content to put Item 21 (a) – Gateway 7 – Electronic Social Care Recording System in the public domain. The following comments were made.

 

·         The Chairman noted that it was clear that early involvement of service users in the project was a positive, but that there had been issues with the procurement process.

 

·         In response to a question, the Chamberlain confirmed that the City’s procurement guidance had been updated in light

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

8a

Gateway 7 - Open Spaces Photo Voltaic Project pdf icon PDF 38 KB

Report of the Director of Open Spaces and Heritage.

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

Minutes:

Members considered a Gateway 7 report of the Director of Open Spaces and Heritage regarding the Open Spaces Photo Voltaic Project.

 

RESOLVED, that the project be closed and the lessons learned noted.

 

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

8b

Gateway 7 - Unified Communications (January 2016) pdf icon PDF 26 KB

Report of the Chamberlain.

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

Minutes:

Members considered a Gateway 7 report of the Chamberlain regarding Unified Communications.

 

RESOLVED, that

 

·         the project be closed and the unspent sum of approved monies returned to source.

 

·         That a refreshed Unified Communications project proposal would be resubmitted to Members in line with the adopted IT Strategy.

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

9.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

10.

Any other business that the Chairman considers urgent

Minutes:

The Chairman noted that there was one item of public business that he considered urgent.

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

10a

Gateway 5 - Liverpool Street (Crossrail) Highway Reinstatement pdf icon PDF 118 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 report of the Director of Built Environment regarding Liverpool Street (Crossrail) Highway Reinstatement and the following points were made.

 

·         In response to a question from a Member, the Director of the Built Environment noted that utility costs had been predicted through reviewing all known utilities and assigning each utility a maximum likely cost.

 

·         In response to a question from a Member, the Director of the Built Environment replied that the project remained on track despite reference to a preferred start date of May 2018 within the report. Contractors were on standby to commence works, and works would be prioritised so that pedestrian access to the new station would be possible for pedestrians as soon as possible.

 

RESOLVED, that Members

 

·         Note that owing to tight timescales for delivery of this project, it has not been possible to update the cost estimates provided to Members in November/December 2017. However, these costs include a substantial contingency element to cover uncertainties around certain cost elements, particularly utility costs.  

 

·         Note that in accordance with the Committee approvals received in June/July 2017, officers will enter into a legal agreement with CRL for them to cover the staff, fees and works costs expended by the City in constructing the reinstatement works at Liverpool Street;

 

·         Approve the implementation of the highway works with an estimated cost of £2,399,156, subject to completion of the legal agreement and receipt of funds; 

 

·         Approve the total project sum of £2,712,843, this being made up of £2,399,156 construction cost, £272,843 previously approved S106-funded expenditure, plus £40,844 recently incurred staff costs associated with providing design support to CRL (which will entirely recovered from CRL);

 

·         Delegate authority for any adjustments between elements of the budget to the Director of the Built Environment in conjunction with the Chamberlain’s Head of

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

11.

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 11.

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 11.

12.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 16 May 2018.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 16 May 2018 be approved as a correct record.

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

12a

Non-Public Outstanding Actions

Report of the Town Clerk.

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

Minutes:

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

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

13.

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 13.

Minutes:

Members considered a Gateway 6 report of the Commissioner of the City of London Police regarding Action and Know Fraud Centre – Contract Service Budget.

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

14.

Gateway 7 - Hampstead Heath Ponds Project

Report of the Director of Open Spaces and Heritage.

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

Minutes:

Members considered the non-public element of a Gateway 7 report of the Director of Open Spaces and Heritage regarding the Hampstead Heath Ponds Project.

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

15.

Gateway 1/2/3 - Central Criminal Courts Fire Alarm Replacement and associated public address system

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2/3 report of the City Surveyor regarding Central Criminal Courts Fire Alarm Replacement and Associated Public Address System.

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

16.

Gateway 1/2/3/4/5 - Central Criminal Courts 1907 Jury Rooms Repairs

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2/3/4/5 report of the City Surveyor regarding Central Criminal Courts 1907 Jury Rooms Repairs.

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

17.

Gateway 5 - Central Criminal Court Plant Replacement: Phase 3

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 report of the City Surveyor regarding Central Criminal Courts Plant Replacement: Phase 3.

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

18.

Gateway 5 - Conversion of nine podium-level shop units and a mess room for residential use on the Middlesex Street Estate.

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

 

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

Minutes:

Members considered a Gateway 5 report of the Director of Community and Children’s Services regarding the conversion on nine podium-level shop units and a mess room for residential use on the Middlesex Street Estate.

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

19.

Gateway 5 - 123/124 New Bond Street- Redevelopment behind a retained façade (City's Estate)

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 report of the City Surveyor regarding 123/124 New Bond Street – Redevelopment behind a retained façade.

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

20.

Gateway 3/4 - Planning and Regulatory Services Casework Management System (PRSCMS) Project

Joint Report of the Director of Markets and Consumer Protection and the Director of the Built Environment.

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

Minutes:

Members considered a joint Gateway 3 & 4 report of the Director of Markets and Consumer Protection and the Director of the Built Environment regarding Planning and Regulatory Services Casework Management System (PRSCMS).

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

21.

Non-Public Gateway 7 Outcome Reports

Minutes:

21a

Gateway 7 - Electronic Social Care Recording System

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

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

Minutes:

Members noted that the Gateway 7 report of the Director of Community and Children’s Services regarding an Electronic Social Care Recording System had been considered and approved in public session.

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

22.

Red, Amber and Green Projects Update Report - Buildings Programme

Report of the City Surveyor.

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

Minutes:

Members considered a report of the City Surveyor that provided an update on red, amber and green projects under the Buildings Programme.

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

23.

Red, Amber and Green Projects Update Report - Information Technology Programme

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain that provided an update on red, amber and green projects under the Information Technology programme.  

 

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

24.

Red, Amber and Green Projects Update Report - Barbican Campus Programme

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a report of the Managing Director, Barbican Centre that provided an update on red, amber and green projects under the Barbican Campus Programme.

 

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

25.

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

Report of the Town Clerk.

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

Minutes:

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

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

26.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

27.

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.

 

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

 


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