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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 Nicholas Bensted-Smith, Marianne Fredericks and Deputy Catherine McGuinness.

 ...  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 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 102 KB

To agree the public minutes and summary of the meeting held on 18 July 2018.

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

Minutes:

RESOLVED, that the minutes of the meeting held on 18 July 2018 be approved as a correct record.

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

4.

Actions pdf icon PDF 46 KB

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding actions arising from previous meetings and the following points were made.

 

Great Arthur House Project

The Town Clerk noted that the ‘lessons learned’ report on the Great Arthur House Project would be submitted to the December 2018 meeting.

 

Inclusion of IT projects in the Project Gateway Process

The Town Clerk noted that a meeting was scheduled between the Corporate Programme Office and IT colleagues to take this action forward.

 

Procurement PT4 Forms to include definition of liabilities

The Town Clerk noted that the relevant forms were undergoing a change in format.

 

Strategic Dashboard of all Gateway Projects

The Town Clerk noted that this action remained work in progress, and that a visual dashboard would be submitted to the October 2018 meeting. At the request of the Chairman, the Town Clerk agreed to circulate the draft dashboard to Members by email prior to the October meeting. The Chairman added that Members were welcome to schedule meetings with the Corporate Programme Office to discuss any queries they may have regarding the Gateway process.

 

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 Project Gateway process be noted.

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

6.

Project Management Office Forward Plan pdf icon PDF 28 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

RESOLVED, that the Project Management Office Forward Plan be received.

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

7.

Gateway 1/2/3/4 - West Smithfield and Charterhouse Street (Thameslink) Bridges Remedial Works pdf icon PDF 69 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a combined Gateway 1/2/3/4 report of the Director of the Built Environment regarding West Smithfield and Charterhouse Street (Thameslink) Bridges Remedial Works and the following points were made.

 

·         In response to a question from a Member, the Director of the Built Environment noted that this project did not form part of the wider Museum of London Relocation project. Whilst he recognised that economies of scale could perhaps be achieved by combining this project with associated Museum of London relocation works, he did not wish to delay these works whilst any synergies were identified. In the meantime, he noted that officers working on the various projects were collaborating as far as was possible.

 

·         In response to a comment from a Member, the Town Clerk agreed to submit the report to the Markets Committee for information.

 

·         The Chairman noted that the risk element of the project was not broken down in to detailed cost items, and therefore suggested that authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to consider and approve the report once a fully costed project risk element had been developed.

 

RESOLVED, that authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to consider and approve the combined Gateway 1/2/3/4 report of the Director of the Built Environment regarding West Smithfield and Charterhouse Street (Thameslink) Bridges Remedial Works, once a fully costed project risk element had been developed.

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

8.

Gateway 2 - Drinking Fountains - Delivering Additional Water Refill Points in the City's Public Realm (EE051) pdf icon PDF 55 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the Director of the Built Environment regarding Drinking Fountains – Delivering Additional Water Refill Points in the City’s public realm and the following points were made.

 

·         In response to a question from a Member, the Director of the Built Environment confirmed that the cost range would be clarified at the next project gateway.

 

RESOLVED, that the Drinking Fountains – Delivering Additional Water Refill Points in the City’s public realm project be approved up to Gateway 3/4/5 on the Light Route.

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

9.

Gateway 3 Issues Report - Beech Street: Transport and Public Realm Improvements pdf icon PDF 86 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 3 report of the Director of the Built Environment regarding Beech Street: Transport and Public Realm Improvements and the following points were made.

 

·         Members requested that the Town Clerk use this report as an example of how project cover sheets could be harmonised, and project summaries be provided on the cover sheet.

 

RESOLVED, that Members note,

 

·         The vision for Beech Street as approved by the Policy and Resources Committee, which includes the reduction of traffic, improvements to the public realm, widening of footways and improvements in air quality;

·         The separation of the podium water-proofing, property redevelopment and transportation & public realm projects, to follow individual Gateway paths and reporting times;

·         The results of the traffic and public realm work done so far;

·         The key project risks, next steps & programme.

 

That Members approve,

 

·         Further development of the feasibility of Option 1 (Beech Street closed to eastbound traffic) and Option 2 (Beech Street closed to westbound traffic)

·         An increase in the scope of the project (requested by the Port Health & Environmental Services Committee) to investigate the feasibility of introducing Ultra-Low Emission Vehicle restrictions in Beech Street

·         The proposed procurement route for consultancy services utilising the City’s Highways Term Contract;

 

 

 

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

10.

Gateway 6 Progress Report - Bank on Safety: Further detail on additional funds sought pdf icon PDF 92 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 6 progress report of the Director of the Built Environment regarding Bank on Safety: further detail on additional funds sought. In response to a question from a Member, the Director of the Built Environment confirmed that the £19.5m figure quoted within the report was the overall funding envelope for the report.

 

RESOLVED, that the report be received.

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

11.

Gateway 7 - Decent Homes upgrade works to Avondale Square Estate, Holloway Estate and William Blake Estate pdf icon PDF 69 KB

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

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

Minutes:

Members considered a Gateway 7 report of the Director of Community and Children’s Services regarding Decent Homes upgrade works to Avondale Square Estate, Holloway Estate and William Blake Estate and the following points were made.

 

·         The Chairman noted that this project was a good case study in the importance of project outcome reports to analyse lessons learned.

 

·         In response to a question from a Member, the Director of Community and Children’s Services confirmed that officers conducted customer satisfaction surveys on the completion of project works. Customer satisfaction levels in this case averaged in the mid-80s (out of 100) due to contractor performance.

 

·         A Member noted that customer satisfaction did not feature in the SMART objectives for the project.

 

·         In response to a comment from a Member, the Director of Community and Children’s Services clarified that the 98 housing units that were omitted from the programme had been put back into the project gateway process for Decent Homes works to be completed.

 

·         In response to a question from a Member, the Director of Community and Children’s Services noted that the unforeseen works at the 98 properties had not been identified earlier in the project process as they had not been fully surveyed.

 

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

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

12.

Gateway 7 - Refurbishment works to lifts on the Golden Lane Estate, Southwark Estate (Collinson Court) and William Blake Estate (Lynton Mansions & St James Mansions) pdf icon PDF 65 KB

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

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

Minutes:

Members considered a Gateway 7 report of the Director of Community and Children’s Services regarding refurbishments works to lifts on the Golden Lane Estate, Southwark Estate (Collinson Court) and William Blake Estate (Lynton Mansions and St James Mansions) and the following points were made.

 

·         The Chairman praised the work officers had undertaken on this project, noting that it had been completed on time and under-budget. He noted that he would write to the project officer in question on behalf of the Sub-Committee to thank them for their hard work.

 

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

 ...  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 18 July 2018.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 18 July 2018 be approved as a correct record.

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

17.

Non-Public Actions

Report of the Town Clerk.

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

Minutes:

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

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

18.

Gateway 1/2/3/4 - Leadenhall Market - Phase 4 Cyclical External Repairs & Redecorations- City Fund

Report of the City Surveyor.

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

Minutes:

Members considered a combined Gateway 1/2/3/4 report of the City Surveyor regarding Leadenhall Market – Phase 4 Cyclical External Repairs & Redecorations – City Fund.

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

19.

Gateway 2 Issues Report - Housing Delivery Programme - Provision of Social Housing on the Avondale Square Estate

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

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

Minutes:

Members considered a Gateway 2 report of the Director of Community and Children’s Services regarding the Housing Delivery Programme – Provision of Social Housing on the Avondale Square Estate.

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

20.

Gateway 3 - 20/21 Aldermanbury - Future Use and Building Opportunities

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3 report of the City Surveyor regarding 20/21 Aldermanbury – future use and opportunities.  

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

21.

Gateway 3/4 - Guildhall - Event Chairs

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 report of the City Surveyor regarding Guildhall Event Chairs.

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

22.

Gateway 3/4 - City's Estate - Refurbishment of Landlord Mechanical, Electrical and Public Health at 6-8 Eastcheap, EC3

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 report of the City Surveyor regarding City’s Estate – Refurbishment of Landlord Mechanical, Electrical and Public Health at 6-8 Eastcheap.

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

23.

Gateway 3/4 - City's Estate - External & Internal Repairs - 29a Brook Street, W1

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 report of the City Surveyor regarding City’s Estate – External & Internal Repairs – 29a Brook Street, W1.

 

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

24.

Gateway 5 Issues Report - IT Transformation - Network Transformation Programme

Report of the Chamberlain.

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

Minutes:

Members considered a Gateway 5 report of the Chamberlain regarding the IT Transformation Programme – Network Transformation Programme.

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

25.

Gateway 5 Issues Report - Customer Relationship Management

Report of the Chamberlain.

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

Minutes:

Members considered a Gateway 5 report of the Chamberlain regarding Customer Relationship Management.

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

26.

Gateway 6 Issues Report - 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 26.

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 26.

27.

Gateway 6 - Waiver Report (Rule 25 Procurement Code) Bank on Safety – unattended enforcement contract extension

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 6 report of the Director of the Built Environment regarding a waiver for Bank on Safety – unattended enforcement contract extension.

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

28.

Barbican Campus Programme - Red, Amber and Green Projects Update

Report of the Director of Operations and Buildings, Barbican Centre.

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

Minutes:

Members considered a report of the Director of Operations and Buildings (Barbican Campus) regarding red, amber and green projects in the Barbican Campus Programme.

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

29.

Buildings Programme - Red, Amber and Green Projects Update

Report of the City Surveyor.

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

Minutes:

Members considered a report of the City Surveyor regarding red, amber and green projects in the Buildings Programme.

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

30.

Information Technology Programme - Red, Amber and Green Projects Update

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding red, amber and green projects in the Information Technology Programme.

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

31.

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

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding action taken since the last meeting.

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

32.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

33.

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

Minutes:

There was no other business.

 

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

 


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