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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, Anne Fairweather, Chris Hayward 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.

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

3.

Minutes pdf icon PDF 85 KB

To agree the public minutes and non-public summary of the meeting held on 7 November 2018.

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

Minutes:

RESOLVED, that the public minutes and non-public summary of the meeting held on 7 November 2018 be approved as a correct record.

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

4.

Actions pdf icon PDF 55 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 – Gateway 7 Outcome Report

The Town Clerk noted that the Great Arthur House Gateway 7 Outcome report was due at the January 2019 meeting.

 

New Project Procedure

The Chairman noted that the new project procedure would go live from January 2019, and that explanatory messaging would be issued to both officers and Members to highlight the change in procedure. The refreshed policy around projects would be reviewed by Members in April 2019 once additional resources had been secured for the Town Clerk’s Project Management Office.

 

Project Managers’ Academy

The Chairman noted that this action was an item on the agenda that day at Item 6 (Projects Management Academy) and could therefore be closed.

 

Mansion House External Cleaning

The Town Clerk noted that the final option would be considered at Gateway 5 (not Gateway 4) in May 2019. In response to a comment from a Member regarding the length of time for the project to reach Gateway 5, the City Surveyor agreed to circulate the project schedule to Members outside of the meeting.

 

Blackfriars Bridge Parapet Refurbishment/Illuminated River

The Director of the Built Environment noted that this action had been fed into the project and that monthly meetings were taking place between relevant officers. He noted that access was proving an issue due to constraints imposed by the Thames Tideway Tunnel project. Members agreed this action could be closed.

 

Public Realm Projects

The Chairman noted that this action was on the agenda that day at Item 15 (Review of Projects within the Department of the Built Environment) and could therefore be closed.

 

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 noted.

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

6.

Project Management Academy pdf icon PDF 50 KB

Report of the Director of Human Resources.

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

Minutes:

Members considered a report of the Director of Human Resources regarding the Project Management Academy and the following points were made.

 

·         The Chairman welcomed the report and stated that in his view the establishment of the academy would play a major role in ensuring effective delivery of projects by the City of London Corporation.

 

·         The Director of Human Resources noted that two levels of project management qualifications would be offered by the academy: a foundation level qualification for any staff involved in the administration and delivery of projects, and an advanced qualification for staff responsible for leading on the delivery of projects or programmes.

 

·         In response to a question from a Member, the Director of Human Resources noted that core elements of all standard project management methodologies would be offered by the academy.

 

RESOLVED, that the report be received.

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

7.

Gateway 3/4 Issue - Middlesex Street Estate Lift Refurbishment pdf icon PDF 69 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 Issue report of the Director of Community and Children’s Services regarding the Middlesex Street Estate Lift Refurbishment.

 

RESOLVED, that Members

 

·         Approve an increase of £522,500.00 to the total estimated cost of the project, noting a new total of £1,555,000.00, comprised of £1,382,500.00 for the tendered refurbishment works and £172,500.00 to cover fees and staff costs.

 

·         Note that a Gateway 5 – Authority to Start Work report will be submitted for Chief Officer approval as per the regular approval track.

 

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

8.

Gateway 2 Project Proposal - 80 Fenchurch Street s278 pdf icon PDF 711 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 Project Proposal report of the Director of the Built Environment regarding 80 Fenchurch Street s278.

 

RESOLVED, that Members

·         Approve the commencement of the project;

 

·         Approve the recovery of existing shadow code staff costs from the received £40,000 design and evaluation sum;

 

·         Delegate authority to the Director of the Built Environment to approve the start of work (Gateway 5);

 

·         Delegate authority to the Director of the Built Environment to approve budget adjustments within the approved total project budget amount.

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

9.

Gateway 2 Project Proposal - Creed Court s278 pdf icon PDF 378 KB

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Gateway 2 Project Proposal report of the Director of the Built Environment regarding Creed Court s278.

 

RESOLVED, that Members

 

·         Authorise officers to enter into a s278 agreement with the developer;

 

·         Authorise officers to proceed with the evaluation process with a Gateway 3/4 Options Appraisal report in due course, under the Regular reporting process.

 

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

10.

Gateway 3/4/5 - Frederick's Place Environmental Enhancements s278 pdf icon PDF 128 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 3/4/5 Authority to Start Work report of the Director of the Built Environment regarding Frederick’s Place Environmental Enhancements s78 and the following points were made. The Town Clerk referred Members to a tabled letter from the developer regarding the proposed colour palette of the scheme that had been received since the agenda papers had gone to press.

 

RESOLVED, that

 

·         The project be approved at a cost of £543,230, as per the report and letter requesting the change of colour palette dated 30 November 2018 from the Mercers’ Company,as funded by a Section 278 agreement with the developer of 1-3,7&8 Frederick’s Place, The Mercers’ Company;

 

·         Authority be given for the release of funds to purchase long lead-time materials and associated costs amounting to £43,500, in advance of the full s278 payment to avoid delays to the programme, subject to the letter of agreement with the developer. The amount to be deducted from the full s278 payment;

 

·         Authority to start work be granted subject to completion of the s278 and receipt of full funding from the developer;

 

·         Approval be given for City officers to publish proposals in relation to any necessary traffic orders or other consents to implement the project as described in this report (Traffic orders will be necessary to implement a loading restriction, relocate the motorcycle parking and to remove the disabled parking bay);

 

·         Delegated authority be given to the Director of Transportation and Public Realm to consider any objections to the traffic orders detailed in this report;

 

·         Any underspend from the previous gateway be transferred to the implementation budget;

 

·         Delegated authority be given to the Assistant Director of City Public Realm and Head of Finance to adjust the project budget between staff costs, fees and works providing the overall budget is

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

11.

Gateway 2 Project Proposal - Barbican Estate Redecoration Programme 2020-2025 pdf icon PDF 93 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 2 Project Proposal report of the Director of Community and Children’s Services regarding the Barbican Estate Redecoration Programme 2020-2025.

 

RESOLVED, that Members

·         Approve the project to progress to Gateway 3/4 (Options Appraisal) via the regular approval track.

 

·         Approve a budget of £37,500 to reach the next Gateway.

 

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

12.

Gateway 5 Issue - Thames Court Footbridge pdf icon PDF 93 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 Issue report of the Director of the Built Environment regarding the Thames Court Footbridge. Members noted that the bridge was scheduled to be open to the public in February 2019.

 

RESOLVED, that the report be received.

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

13.

Gateway 3/4 Options Appraisal - Cremator Replacement - City of London Cemetery and Crematorium pdf icon PDF 128 KB

Report of the Director of Open Spaces.

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

Additional documents:

Minutes:

Members considered a Gateway 3/4 Options Appraisal report of the Director of Open Spaces regarding Cremator Replacement at the City of London Cemetery and Crematorium and the following points were made.

 

·         In response to a question from a Member, the Director of Open Spaces replied that officers were seeking to replace the cremators at the present time rather than waiting for further central government guidelines as the existing cremators were twenty years old and beginning to fail. Replacing the existing cremators in a timely fashion would minimise the levels of mercury that was being emitted.

 

·         In response to a comment from a Member, the Chamberlain agreed to circulate a corrected summary of the level of payback that could be expected from the replacement cremators.

 

·         The Chairman congratulated the Director of Open Spaces for the comprehensive project risk register included within the report.

 

RESOLVED, that Members

 

·         Approve Option 5 (Remove all old cremators and replace with two new cremators complete with flue gas treatment plant).

 

·         Approve a total project budget of £1,100,000.

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

14.

Queenhithe and Vintry public realm improvements programme report pdf icon PDF 6 MB

Report of the Director of the Built Environment.

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

Minutes:

Members considered a Queenhithe and Vintry public realm improvements programme report of the Director of the Built Environment regarding Mansion House Station environs public realm enhancements (Gateway 3), Queensbridge House Hotel s278 (Gateway 2) and Globe View Walkway (Gateway 4/5) and the following points were made.

 

·         The Chairman noted that the new format of the report sought to provide Members with a combined approach to considering similar public realm projects.

 

·         In response to a question, the Director of the Built Environment replied that the delays to the Queensbridge House Hotel project were due to construction delays faced by the developer of the hotel.

 

RESOLVED, that Members

 

·         Agree the proposed programming approach which will include joint project Gateway reporting and updates;

 

·         Approve funding of £65,000 from TfL Local Implementation Plan (LIP) to progress the Globe View Walkway project to Gateway 4/5;

 

·         Approve Option 2 of the Mansion House Station Environs project with funding of £71,500 from TfL LIP to progress to Gateway 4/5;

 

·         Approve initiation of the Queensbridge House Hotel S278 project with funding of £57,800 from the developer to reach the next gateway.

 

 


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

15.

Review of projects within the Built Environment Directorate pdf icon PDF 222 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a report of the Director of the Built Environment regarding a review of projects within the Built Environment Directorate and the following points were made.

 

·         A Member welcomed the review and noted that it took a considerable degree of institutional courage to cancel initiated projects, particularly given the number of strategic projects forecast by the City of London Corporation over the next decade.

 

RESOLVED, that Members

 

·         Agree the project prioritisation approach outlined within the report at paragraphs 15-18.

 

·         Agree that those projects which are (a) fully funded by s278 monies (b) have Gateway 5 approval (c) are fully funded by Bridge House Estate or (d) are fully funded by s106 monies fall outside the scope of the review.

 

·         Agree the allocation of s106 monies as set out in in Appendix 3 and allocate any additional funding associated with the specified s106 agreements as a result of interest or indexation in accordance with Table E.

 

·         Note that the funding allocation set out in Table E (Appendix 3) is committed to the projects identified and will be transferred to project budgets upon Member approval of individual project reports via the Gateway approval process.

 

·         Agree to the archiving of 43 pre-project proposals (at Gateway 0) from the Project Vision system as set out in Table D.

 

·         Note that a forthcoming report will be brought to Committees in Quarter 1, 2019 which will outline a list of current projects to be continued, reduced in scope or stopped, for Members’ approval

 

·         Note that a ten-year plan of future prioritised projects, to be reviewed annually, will be appended to the forthcoming report (described in recommendation 6).

 

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

16.

Questions on matters relating to the work of the Committee

Minutes:

There were no questions.

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

17.

Any other business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

18.

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 18.

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 18.

19.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 7 November 2018.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 7 November 2018 be approved as a correct record.

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

20.

Non-Public Actions

Report of the Town Clerk.

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

Minutes:

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

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

21.

Verbal Update - City of London Primary Academy Islington

The Director of Community and Children’s Services to be heard.

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

Minutes:

Members considered a tabled report of the Director of Community and Children’s Services regarding City of London Primary Academy Islington Contract Issue Approval.

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

22.

Gateway 6 Issue - Action and Know Fraud Centre - Contract

Report of the Commissioner of Police.

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

Minutes:

Members considered a Gateway 6 Issue report of the Commissioner of Police regarding Action and Know Fraud Centre – Contract.

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

23.

Gateway 1/2/3/4 - City of London School for Girls Expansion Project

Report of the Headmistress of the City of London School for Girls.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the Headmistress regarding the City of London School for Girls Expansion Project.

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

24.

Gateway 1/2/3/4/5 Authority to Start Work - City of London Freemen's School Sports Hall Roof

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2/3/4/5 Authority to Start Work report of the City Surveyor regarding the City of London Freemen’s School Sports Hall Roof.

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

25.

Gateway 4 Issue - City of London Freemen's School Main House Refurbishment - Additional Fee Request

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 4 Issue report of the City Surveyor regarding the City of London Freemen’s School Main House Refurbishment – Additional Fee Request.

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

26.

City of London Police IT Modernisation Executive Summary

Joint report of the Chamberlain and the Commissioner of Police.

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

Minutes:

Members considered a joint report of the Chamberlain and Commissioner of Police regarding the City of London Police IT Modernisation Executive Summary.

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

26a

Gateway 1/2/3 Project Proposal and Options Appraisal - City of London Police IT Modernisation Managed Desktop & O365

Joint report of the Chamberlain and the Commissioner of Police.

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

Minutes:

Members considered a Gateway 1/2/3 Options Appraisal joint report of the Chamberlain and Commissioner of Police regarding City of London Police IT Modernisation Managed Desktop and O365.

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

26b

Gateway 1/2/3 Project Proposal & Options Appraisal - City of London Police IT Modernisation Security Zone

Joint report of the Chamberlain and the Commissioner of Police.

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

Minutes:

Members considered a Gateway 1/2/3 Options Appraisal joint report of the Chamberlain and Commissioner of Police regarding the City of London Police IT Modernisation Security Zone.

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

27.

Project Closure - Cupola House, 209-212 Tottenham Court Road, London WC1

Report of the City Surveyor.

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

Minutes:

Members considered a project closure report of the City Surveyor regarding Cupola House, 209-212 Tottenham Court Road, London, WC1.

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

28.

Gateway 7 Outcome - City of London School for Girls Refurbishment Programme

Report of the Headmistress of the City of London School for Girls.

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

Minutes:

Members considered a Gateway 7 Outcome report of the Headmistress regarding the City of London School for Girls Refurbishment Programme.

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

29.

Gateway 7 Outcome - City of London Police Mobile Working Services

Report of the Commissioner of Police.

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

Minutes:

Members considered a Gateway 7 Outcome report of the Commissioner of Police regarding City of London Police Mobile Working Services.

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

30.

Gateway 3/4 Options Appraisal - Barbican Art Gallery 2019

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 3/4  Options Appraisal report of the Managing Director, Barbican Centre, regarding the Barbican Art Gallery 2019.

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

31.

Gateway 1/2/3 Project Proposal & Options Appraisal - IT Transformation Phase II IT Service 2020 Contract - Sourcing

Joint report of the Chamberlain and the Commissioner of Police.

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

Minutes:

Members considered a Gateway 1/2/3 Options Appraisal joint report of the Chamberlain and Commissioner of Police regarding City of London IT Transformation Phase II IT Service 2020 Contract – Sourcing.

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

32.

Gateway 1/2/3/4/5 Authority to Start Work - IPG Cyclical Lift Projects 2018

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2/3/4/5 Authority to Start Work report of the City Surveyor regarding Investment Property Group (IPG) Cyclical Lift Projects 2018.

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

33.

Buildings Programme - Red, Amber and Green Projects Update Report

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

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

Minutes:

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

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

34.

Open Spaces Programme - Red, Amber and Green Projects Update Report

Report of the Director of Open Spaces.

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

Minutes:

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

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

35.

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

Report of the Assistant Town Clerk & Director of Major Projects.

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

Minutes:

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

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

36.

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 36.

Minutes:

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

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

37.

Questions on matters relating to the work of the Committee

Minutes:

There was one question.

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

38.

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

Minutes:

There were no items of urgent business.

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

39.

Confidential Minutes - Circulated Seperately

To consider the confidential minutes of the meeting held on 7 November 2018.

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

Minutes:

RESOLVED, that the confidential minutes of the meeting held on 7 November 2018 be approved as a correct record.  

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

 


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