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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 Deputy Catherine McGuinness and Marianne Fredericks.

 ...  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.

 

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

3.

Minutes pdf icon PDF 91 KB

To agree the public minutes and summary of the meeting held on 13 June 2018.

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

Minutes:

RESOLVED, that the public minutes and summary of the meeting held on 13 June 2018 be approved as an accurate record.

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

4.

Outstanding Actions pdf icon PDF 50 KB

Report of the Town Clerk.

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

Minutes:

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

 

RESOLVED, that the report be received.

 ...  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 received.

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

6.

Project Management Office Forward Plan pdf icon PDF 22 KB

Report of the Town Clerk.

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

Minutes:

RESOLVED, that the Project Management Office forward plan be received.

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

7.

Project Management Review Update pdf icon PDF 194 KB

Report of the Town Clerk.

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

Minutes:

Members considered an update report of the Town Clerk regarding the Project Management Review and the following points were made.

 

·         A Member welcomed the report and the commitment outlined therein regarding a refreshed approach to project contingency budgets.

 

·         A Member noted that there appeared to be a disjoint between IT project programmes and the City’s overall project gateway process and asked that this be reviewed as part of the ongoing Project Management review.

 

·         In response to a comment from a Member that there appeared to be a degree of duplication between the project dashboards and project briefing, the Town Clerk advised that the project briefing was a one-off document produced at the start of a project whereas the project dashboard would be a live document that would accompany the project through each project gateway – therefore any duplication between the two would soon disappear.

 

·         In response to a comment from a Member regarding the introduction of a fixed budget percentage contingency, the Chairman noted that a risk-based approach to contingency was the preferred way forward.

 

·         In response to a comment from a Member, the Chairman confirmed that Members would be given the opportunity to scrutinise what level of contingency was granted to projects.

 

·         Members approved the templates outlined within the report subject to them to be refined in practice following their introduction.

 

RESOLVED, that Members

 

·         Approve the templates provided within the report, subject to any necessary refinement in practice;

 

·         Note that a subsequent report will be produced for approval by the Policy and Resources Committee (post- August 2018 recess), incorporating a fully developed proposal for the implementation of contingency, expanding on the preferred option recommended by Projects Sub Committee, including proposed amendments to refine the Projects Procedures as part of the Project Management Review.

 

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

8.

Gateway 1/2/3/4 - London Bridge Waterproofing and Bearing Replacement pdf icon PDF 2 MB

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 1/2/3/4 (Regular) report of the Director of the Built Environment regarding London Bridge Waterproofing and Bearing Replacement and the following points were made.

 

·         The Chairman noted that the funding for this project was in the Bridge Repairs 50-year plan, and would be approved prior to Gateway 5.

 

RESOLVED, that Members

 

·         Approve spend of £84,000 from the Bridge House Estates Funds to appoint AECOM (term consultants) and a bearing replacement contractor to prepare a specification for the bearing and waterproofing replacement. 

 

·         Approve that the procurement strategy is delegated to Chief Officer in conjunction with the Chamberlain.

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

9.

Gateway 5 - 2-6 Cannon Street Public Realm Improvements - Phase1 pdf icon PDF 1 MB

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 5 (Regular) report of the Director of the Built Environment regarding 2-6 Cannon Street Public Realm Improvements – Phase 1.

 

RESOLVED, that Members

 

·         Agree that authorisation of Phases 2 and 3 be delegated to Chief Officer, provided costs are not exceeded.

 

·         Authorise the delivery of public realm enhancement works in phases to meet the Developer’s revised programme.

 

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

10.

Gateway 3 & 4 - Rewire the landlord's electricity supply at Southwark Estate (partial) and the Sydenham Hill Estate pdf icon PDF 119 KB

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

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

Minutes:

Members considered a Gateway 3/4 (Regular) report of the Director of Community and Children’s Services regarding the rewiring of the Landlord’s electricity supply at Southwark Estate (partial) and Sydenham Hill Estate and the following points were made.

 

·         In response to a couple of queries from a Member, the Director of Community and Children’s Services noted that the proposed change to the project name was a result of a high number of HRA projects across the City’s portfolio and the need to ensure projects were appropriately labelled. Secondly, whilst chargeable and rechargeable works did not appear dissimilar, the key difference between the two types were domestic versus communal works.

 

·         In response to a comment from a Member, the Chamberlain agreed to ensure that the definition of liabilities was clarified within the procurement PT4 form.

 

RESOLVED, that Members

 

·         Approve that the necessary repairs to Lammas Green (flats) and Pakeman House communal electricity supplies are removed from this project and undertaken instead under response repairs using the minor works framework.

 

·         Approve that Otto Close communal electrics are removed from this project and instead inspected under the Phase Four Electrical contract;

 

·         Approve for Middlesex Street Estate to be included within this project.

 

·         Note the emergency repairs already carried out at Middlesex Street.

 

·         Grant approval for two separate tenders to be sought for works at Middlesex Street as follows:

 

o   Works that do not require section 20 Long Leasehold consultation at an estimated cost of £393,750 including staff costs and fees;

 

o   Works which require section 20 Long Leasehold consultation at an estimated cost of £337,500 including staff costs and fees;

 

·         Approve estimated staff costs of £3,000 and estimated fees of £13,000 (2% of works costs) to develop the specification and seek procurement;

 

·         Note the project will be renamed Middlesex Street Non-Emergency Electrical Works

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

11.

Gateway 3 & 4 - York Way Estate and Middlesex Street Estate - Communal Heating/Hot water and Ventilation Replacement works pdf icon PDF 137 KB

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

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

Additional documents:

Minutes:

Members considered Gateway 3/4 (Complex) report of the Director of Community and Children’s Services regarding York Way Estate and Middlesex Street Estate – Communal Heating/Hot Water and Ventilation Replacement.

 

RESOLVED, that Members

 

·         Note the report.

 

·         Grant approval for a consultant to be develop the specification for two separate projects:

 

o   for the replacement of the communal heating and hot water system at Middlesex Street at an estimated cost of £20,000

 

o   for the replacement of the communal heating and hot water system at York Way estate at an estimated cost of £20,000.

 

·         Approve separate procurement exercises be undertaken for each estate, to appoint contractors to undertake the works under design and build contracts.

 

·         Approve that the issue of ventilation at York Way Estate and Middlesex Street are separated from the heating replacement project.

 

·         Approve staff costs of £3,000 to reach Gateway 5.

 

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

12.

Gateway 5 - Bank on Safety Conclusion pdf icon PDF 1 MB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 (Regular) report of the Director of the Built Environment regarding Bank on Safety: Experimental Safety Scheme Conclusion and the following points were made.

 

·         A Member highlighted the success of the project and commended it to the Sub-Committee.

 

·         In response to a question from a Member, the Director of the Built Environment noted that penalty charge monies arising from the project had been paid into the City’s On-Street Parking Reserve.

 

·         In response to a query from a Member, the Chairman noted that the Sub-Committee was considering the report prior to it being considered by the Court of Common Council as this was the standard governance approach employed by the City of London Corporation.

 

RESOLVED, that Members

 

·         Note the report;

 

·         Agree the addition of £36,000 to the budget to undertake recommendation 2 (that if the experiment is approved to be made permanent, officers be instructed to investigate additional measures to further improve compliance, behaviour and performance within the vicinity of the junction). 

 

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

13.

Gateway 1 & 2 - Guildhall West Wing Mezzanine Level Improvement Update Report pdf icon PDF 76 KB

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2 update report of the City Surveyor regarding Guildhall West Wing Mezzanine Level Improvement.

 

RESOLVED, that the report be received. 

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

14.

Questions on matters relating to the work of the Committee

Minutes:

Holistic Projects Dashboard

In response to a question from a Member, the Town Clerk agreed to provide a dashboard listing all live projects currently progressing through the City’s Project Gateway process.

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

15.

Any other business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

15a

Gateway 1/2/3/4 - Renewal of Roof Coverings at 1-48 Blake House, William Blake Estate

Minutes:

The Chairman noted that a report on the non-public side of the agenda had, following a review, had now been deemed a public report and could therefore be considered in public session. Members therefore considered a Gateway 1/2/3/4 (Light) report of the Director of Community and Children’s Services regarding Renewal of Roof Coverings at 1-48 Blake House, William Blake Estate.

 

RESOLVED, that Members

 

·         Note the contents of the report, including the total estimated project cost of £360,500 (including staff costs of £10,500).

 

·         That approval is given for Option 1:

 

o   to undertake a compliant procurement exercise for the renewal of flat roof coverings at 1-48 Blake House, William Blake Estate.

 

o   To seek Chief Officer approval for a contractor to be appointed to carry out the renewal of flat roof coverings at 1-48 Blake House, William Blake Estate.

 

 

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

15b

Gateway 3 - Finsbury Circus Garden - Reinstatement

Minutes:

The Chairman noted that a report on the non-public side of the agenda had, following review, been deemed public. Members considered a joint Gateway 3 (Complex) report of the Director of Open Spaces and the City Surveyor regarding Finsbury Circus Garden – Reinstatement and the following comments were made.

 

·         The Chairman noted that the Open Spaces and City Gardens Committee had, at their 16 July 2018 meeting, approved Option 3 rather than Option 2, which had been recommended by officers. In light of this, the Chairman noted that he had requested, and been provided with, a high-level investment case for each of the three options within the report. This investment case demonstrated that Option 3 provided the higher long-term income for the site.

 

·         In response to a question from a Member, the Chairman confirmed that the project would receive financial support from Crossrail.

 

·         In response to a question from a Member, the Director of Open Spaces clarified that reinstatement did not involve reinstatement of the Garden to its original condition, as the Open Spaces and City Gardens Committee had decided not to reinstate the bowling green.

 

RESOLVED, that Members

 

·         approve Option 3 to construct an enlarged multi-use building to house the replacement pavilion facility and the gardeners accommodation, alongside a first floor lobby and bar, roof terrace and reinstate the garden landscape.

 

·         Approve an additional budget of £49,500 (making a total of £240,500) to enable the appointed design team to develop detailed design for Option 3 to GW4, to be funded from Crossrail compensation.

 

·         Note that the potential funding shortfall arising from Option 3 will require the allocation of additional central resources once firmer costs have been confirmed at the next gateway.

 

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

16.

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 16.

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 16.

17.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 13 June 2018.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 13 June 2018 be approved as a correct record.

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

18.

Outstanding Actions

Report of the Town Clerk.

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

Minutes:

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

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

19.

Gateway 5 - Lord Mayor's State Coach

Report of the City Surveyor together with a resolution of the Culture, Heritage and Libraries Committee dated 2 July 2018.

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

Minutes:

Members considered a Gateway 5 (Regular) report of the City Surveyor regarding the Lord Mayor’s State Coach.

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

19a

Resolution of the Culture, Heritage and Libraries Committee

Minutes:

Members considered a resolution of the Culture, Heritage and Libraries Committee regarding the Lord Mayor’s State Coach.

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

20.

Gateway 5 - Aldgate (Portsoken) Pavilion

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 (Complex) report of the City Surveyor regarding the Aldgate (Portsoken) Pavilion.

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

21.

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 21.

Minutes:

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

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

22.

Gateway 5 Issue - Emergency Services Mobile Communications Programme (ESMCP) Control Room Upgrade – Emergency Services Network Readiness (ESN-R) Project

Report of the Commissioner of the City of London Police.

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

Minutes:

Members considered a Gateway 5 Issue report of the Commissioner of the City of London Police regarding the Emergency Services Communications Programme (ESMCP) Control Room Upgrade – Emergency Services Network Readiness (ESN-R) Project.

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

23.

Gateway 1 & 2 - Fire Safety Project (2) Fire Door Rectification Project

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 1/2 report of the Managing Director, Barbican Centre regarding a Fire Safety Project (2) Fire Door Safety.

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

24.

Gateway 1 & 2 - Fire Safety Project (3) Fire Stopping & Compartmentation

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 1/2 (Regular) report of the Managing Director, Barbican Centre regarding Fire Safety (3) Fire Stopping and Compartmentation.

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

25.

Gateway 3 & 4 - Thames Court Footbridge

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 3/4 (Regular) report of the Director of Built Environment regarding the Thames Court Footbridge.

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

26.

Gateway 3 - Finsbury Circus Garden - Reinstatement

Joint Report of the Director of Open Spaces and the City Surveyor.

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

Minutes:

The Chairman noted this report had been dealt with on the public side of the agenda under Item 15b (Any Other Business).

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

27.

Gateway 3 & 4 - Intranet & SharePoint Interim Upgrade Solution

Report of the Commissioner of the City of London Police.

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

Minutes:

Members considered a Gateway 3/4 (Regular) report of the Commissioner of the City of London Police regarding a Intranet & SharePoint Interim Upgrade Solution.

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

28.

Gateway 3 Issue - The Monument Visitor Centre

Report of the Director of Open Spaces.

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

Minutes:

The Town Clerk noted that this report had been withdrawn.  

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

29.

Gateway 1/2/3/4 - Renewal of Roof Coverings at 1-48 Blake House, William Blake Estate

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

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

Minutes:

The Chairman noted that this report had been dealt with on the public side of the agenda under Item 15a (Any Other Business).

 

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

30.

Gateway 3 & 4 Issue - 65 & 65a Basinghall Street - Future Opportunities (City Fund)

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 (Regular) Issue report of the City Surveyor regarding 65 & 65a Basinghall Street – Future Opportunities (City Fund).

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

31.

Gateway 5 - Galleywall Primary School - Tender Award

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 (Complex) report of the City Surveyor regarding Galleywall Primary School – Tender Award.

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

32.

Gateway 3 & 4 - 64/65 London Wall Roof Recovering/Replacement

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 (Regular) report of the City Surveyor regarding 64/65 London Wall – Roof Re-covering and Replacement (Bridge House Estates).

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

33.

Gateway 7 - Bridge House Estates - 181 Queen Victoria Street - Major Refurbishment and Renovation

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 7 (Complex) report of the City Surveyor regarding Bridge House Estates – 181 Queen Victoria Street – Major Refurbishment and Renovation.

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

34.

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

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

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

Minutes:

Members considered a Red, Amber and Green report of the Director of Community and Children’s Services regarding the Buildings Programme (Housing Projects).

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

35.

Open Spaces - Red, Amber and Green Projects Update Report

Report of the Director of Open Spaces.

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

Minutes:

Members considered a Red, Amber and Green report of the Director of Open Spaces regarding the Open Spaces Programme.

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

36.

City of London Police Programme - Red, Amber and Green Projects Update Report

Report of the Commissioner of the City of London Police.

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

Minutes:

The Town Clerk advised that this report had been withdrawn.

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

37.

Town Clerk's Programme - Red, Amber and Green Projects Update Report

Report of the Assistant Town Clerk & Culture Mile Director.

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

Minutes:

Members considered a Red, Amber and Green report of the Town Clerk regarding the Town Clerk’s Programme.

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

38.

Transportation and Public Realm Programme - Red, Amber and Green Projects Update Report

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Red, Amber and Green report of the Director of the Built Environment regarding the Transportation and Public Realm Programme.

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

39.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

40.

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

Minutes:

There was one item of urgent business.

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

 


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