Agenda and minutes

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 Karina Dostalova and Deputy Philip Woodhouse.

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

2.

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

Minutes:

Jamie Ingham Clark declared a non-pecuniary interest in Item 23 (Gateway 3/4 Issue – St Lawrence Jewry Church Update).  

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

3.

Gateway Approval Process pdf icon PDF 140 KB

To note the Gateway Approval process.

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

Additional documents:

Minutes:

RESOLVED, that the Gateway approval process be received.

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

4.

Minutes pdf icon PDF 112 KB

To agree the public minutes and summary of the meeting held on 19 July 2019.

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

Minutes:

RESOLVED,  that the public minutes and non-public summary of the meeting held on 19 July 2019 be approved as a correct record.

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

5.

Actions pdf icon PDF 49 KB

Report of the Town Clerk.

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

Minutes:

RESOLVED, that the report of the Town Clerk regarding public actions be received.

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

6.

Gateway 3/4 - Fire Safety Doors - Great Arthur House pdf icon PDF 155 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 3/4 report of the Director of Community and Children’s Services regarding Fire Safety Doors – Great Arthur House and the following points were made.

 

·         A Member noted that project reporting should include a short section detailing, where there was a cost increase, the reason for that increase.

 

·         Members felt that the timeline to delivery of the project was overly long and queried why the project risk was graded Green, to which the Director of Community and Children’s Services replied that factors such as the building’s Grade II listing, and six-month waiting times at fire safety test centres having an impact on the overall project.

 

·         Members were unhappy with the original project scope and felt that it should be possible to reduce the overall project timeline.

 

·         The Chairman noted that lessons learned would be captured at Gateway 6.

 

RESOLVED, that Members

 

·         note that project timelines are estimates based on the assumption that the works will be considered as improvements and there will be no recharge to leaseholders;

 

·         give authority to proceed on the assumption that the works, as per advice from counsel, are considered as improvements and cannot be recharged to long leaseholders;

 

·         approve the increased scope of works;

 

·         approve the appointment of a design team and fire safety consultant to assess the increased scope of works required to achieve full compartmentation and fire stopping;

 

·         approve the additional budget of £119,000 to reach next Gateway stage. This covers additional design stage testing related to the increased scope, design fees, and works associated with temporary installations to reach the next Gateway;

 

·         note the revised project budget (works) of £1,856,000(excluding risk);

 

·         note the total estimated cost of the project at £1,993,000 (including spend to date, additional consultancy fees & staff costs / risk not included);

 

·         Approve Option 1

 ...  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 162 KB

Report of the Director of the Built Environment.

 

N.B. this report was considered at your September 2018 meeting and authority delegated to the Town Clerk to approve its recommendations subject to a fully costed risk register being drawn up, which is now available as part of the next item (Gateway 4 Issue - West Smithfield and Charterhouse Street (Thameslink) Bridges Remedial Works).

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

Additional documents:

Minutes:

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

 

RESOLVED, that Members

 

·         Approve Option 2 (i.e. full programme of works identified to both bridges)

 

·         Approve the project budget of £684,000 (inclusive of £100,000 risk allowance)

 

·         Approve the transfer of currently approved Cyclical Works Programme (CWP) funding of £230,000 to this project and managed under the Gateway project procedures

 

·         Approve that additional funding of £323,000 from the Additional Capital Funds for City Fund Properties Programme (as approved by RASC 18th January 2018) is allocated to the project & managed under the Gateway project procedures

 

·         Approve that additional funding of £131,000 from savings in the 2016/17 Additional Works Programme (AWP) is allocated to the project and managed under the Gateway project procedures

 

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

8.

Gateway 4 Issue - West Smithfield and Charterhouse Street (Thameslink) Bridges Remedial Works pdf icon PDF 77 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 4 Issue report of the Director of the Built Environment regarding West Smithfield and Charterhouse Street (Thameslink) Bridges Remedial Works. In response to a question, the Director of the Built Environment confirmed that the City’s works were insured.

 

RESOLVED, that Members

 

·     agree proposals to include additional waterproofing and re-surfacing of Charterhouse Street Bridge over Railtrack Sidings (Structure No. 33/23) as per the plan in Appendix 2, which is an increase in the scope of similar work.

 

·     agree a project budget increase of £160,000 for the increase in scope to a total of £844,000.            The increase of £160,00 is to be funded from the Additional Capital Funds for City Fund Properties Programme.

 

·     Approve a Cost Risk Provision of £70,000 over and above the £160,000 (to be drawn down via delegation to Chief Officer).

 

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

9.

Gateway 4 - Pipe Subways of Holborn Viaduct and Snow Hill over Thameslink pdf icon PDF 143 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 4 report of the Director of the Built Environment regarding Pipe Subways of Holborn Viaduct and Snow Hill over Thameslink.

 

RESOLVED, that Members

 

·         Approve an additional budget of £225,000 for GW4 to reach the next Gateway, including scope change for inclusion of structure supporting the carriageway of Snow Hill;

 

·         Note the revised cumulative project budget of £481,000 (excluding risk);

 

·         Note the total estimated cost of the project at £2.666m (excluding risk);

 

·         Approve a Costed Risk Provision of £75,000 (to be drawn down via delegation to Chief Officer).

 

·         Approve that the Gateway 4C Detailed Design is approved via Planning and Transportation Committee.

 

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

10.

Gateway 6 - Decent Homes works to Avondale Square Estate SE1 (Phase II) pdf icon PDF 92 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 6 reprot of the Director of Community and Children’s Services regarding Decent Homes Works to Avondale Square Estate SE1 (Phase 2) and the following points were made.

 

·         A Member noted that the way in which the report was drafted made the number of properties involved in the works diffuclt to establish.

 

·         The Chairman welcomed the evidence of resident satisfaction with the project, but noted that future Gateway 6 reporting should include a summary of when scope changes were identified and approved during a project’s lifecycle.

 

RESOLVED, that Members note the report, the lessons learned, and authorise the closure of the project.

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

11.

Project Closure - Moor Lane Ultra Low Emission Vehicle Only Pilot (Low Emission Neighbourhood Project) pdf icon PDF 74 KB

Report of the Director of Markets and Consumer Protection.

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

Additional documents:

Minutes:

Members considered a project closure report of the Director of Markets and Consumer Protection regarding the Moor Lane Ultra Low Emission Vehicle-only pilot (Low Emission Neighbourhood project). Members agreed that a standing delegated authority should be granted to the Town Clerk to consider early project closure reports going forward.

 

RESOLVED, that Members

 

·         Approve that the Moor Lane ULEV pilot project be closed and superseded by the Beech Street Transport and Public Realm Improvement project.

 

·         Note the expenditure of £58,986.04 - £19,000 spent on the feasibility study, which will inform Beech Street; £490.04 on materials for the consultation, which is abortive. The remainder being spent on the Department of Built Environment Project Management costs, some of the work undertaken for this project by the Project Manager will inform Beech Street.

 

·         Approve the reallocation of the remaining funding from the Mayor of London (£91,000) to the Beech Street zero emission project. This would be subject to committee approval of a Gateway 4/5 report, due Autumn 2019.

 

·         Grant delegated authority to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to consider project closure reports going forward.

 

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

12.

Questions on matters relating to the work of the Sub-Committee

Minutes:

There were no questions.

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

13.

Any other business that the Chairman considers urgent

Minutes:

There was no other business.

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

14.

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 14.

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 14.

15.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 19 July 2019.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 19 July 2019 be approved as a correct record.

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

16.

Non-Public Actions

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding non-public actions.

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

17.

Gateway 6 Issue Action Know Fraud

Report of the Commissioner.

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

Minutes:

Members considered a Gateway 6 Issue report of the Commissioner regarding Action Know Fraud.

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

18.

Dispute Strategy Update Report

Report of the Chamberlain.

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

Minutes:

Members considered a Dispute Strategy update report of the Chamberlain.

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

19.

Gateway 3/4 Issue - Housing Delivery Programme – Provision of Social Housing on the Sydenham Hill Estate, Lewisham, SE26 6ND

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 Issue report of the Director of Community and Children’s Services regarding the Housing Delivery Programme – Provision of Social Housing on the Sydenham Hill Estate, Lewisham, SE26 6ND.

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

20.

Gateway 5 Issue - Tenants' and Landlord's Electrical Services Testing and Smoke Detector Installation - Phase 4

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

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

Minutes:

Members considered a Gateway 5 Issue report of the Director of Community and Children’s Services regarding Tenants’ and Landlord’s Electrical Services Testing and Smoke Detector Installation – Phase 4.

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

21.

Gateway 5 - Middlesex Street Communal Heating Replacement

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

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

Minutes:

Members considered a Gateway 5 report of the Director of Community and Children’s Services regarding Middlesex Street Communal Heating Replacement.

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

22.

Gateway 5 - York Way Estate Communal Heating Replacement

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

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

Minutes:

Members considered a Gateway 5 report of the Director of Community and Children’s Services regarding York Way Estate Communal Heating Replacement.

 

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

23.

Gateway 3/4 Issue - St Lawrence Jewry Church Update

Report of the City Surveyor.

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

Minutes:

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

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

24.

Gateway 6 - Tower Bridge - Replacement of Heating System Serving the High-Level Walkways and Towers

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 6 report of the City Surveyor regarding Tower Bridge – Replacement of Heating System serving the High-Level Walkways and Towers.

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

25.

Gateway 6 - City of London School - The Replacement of the Heating Plant

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 6 report of the City Surveyor regarding City of London School – the Replacement of the Heating Plant.

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

26.

Gateway 6 - City of London School - Modular Buildings at Grove Park

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 6 report of the City Surveyor regarding City of London School – Modular Buildings at Grove Park.

 

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

27.

Major and Intermediate Construction Framework Quarterly Update

Report of the Chamberlain – TO FOLLOW.

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

Minutes:

Members considered an quarterly update report of the Chamberlain regarding the Major and Intermediate Construction Framework.

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

28.

Portfolio Overview

Report of the Town Clerk.

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

Minutes:

Members considered the Portfolio Overview report of the Town Clerk.

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

29.

Red Report - HR Integrated Time Management and e-Expenses Project

Report of the Commissioner.

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

Minutes:

Members considered a red report of the Commissioner regarding the HR Integrated Time Management and e-Expenses project.

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

30.

Red Report - Video Management System (iMS-DRS)

Report of the Commissioner.

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

Minutes:

Members considered a red report of the Commissioner regarding a Video Management System (IMS-DRS).

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

31.

Report on Action Taken

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 Sub-Committee

Minutes:

There were two questions.

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

33.

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

Minutes:

There were three items of other business.

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

33a

Gateway 5 - Accommodation and Ways of Working - Vacation of Walbrook Wharf Project

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 project of the City Surveyor regarding Accommodation and Ways of Working – Vacation of Walbrook Wharf.

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