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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 Karina Dostalova, Deputy Edward Lord, Ben Murphy 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:

Sheriff Chris Hayward declared a non-pecuniary interest in Item 8 (Gateway 2 – Central Criminal Court – External and Internal Fabric Repairs) in his capacity as Sheriff of the City of London.  

 ...  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 77 KB

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

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

Minutes:

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

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

5.

Actions pdf icon PDF 45 KB

Report of the Town Clerk.

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

Minutes:

RESOLVED, that the report of the Town Clerk regarding Actions arising from previous meetings be received.

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

6.

Gateway 1/2/3/4 - Baynard House Car Park - Ventilation & Smoke Clearance System pdf icon PDF 173 KB

Joint report of the Director of the Built Environment and the City Surveyor.

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

Additional documents:

Minutes:

Members considered a joint Gateway 1/2/3/4 report of the Director of the Built Environment and the City Surveyor regarding Baynard House Care Park – Ventilation & Smoke Clearance System and the following points were made.

 

·         The Chairman noted that the assessment of project risk was a key consideration and that he was concerned that there was no additional budget for risk. In his view, given that this was a Regular project that would be considered by Chief Officer at Gateway 5, it was crucial for Members to be comfortable that the project budget and its costed risk was fit for purpose at this Gateway 1/2/3/4 stage.

 

·         The Deputy Chamberlain confirmed that the project sat outside the Fundamental Review and was subject to the annual financial bidding process. If additional monies were required later on in the project process, a further bid would be necessary which could, if required, be dealt with under urgency.

 

·         Members were minded to approve the report’s recommendations in part, namely the £37,000 to reach the next Project Gateway and the preferred Option 1A, but defer judgement on the total estimated cost of the project (including risk and a risk register) until a report be submitted to the Sub-Committee at Gateway 5 (out with the Regular project route).

 

RESOLVED, that Members

 

·         Approve a budget of £37,000 for Baynard House Car Park Ventilation System to reach Gateway 5.

 

·         Approve Option 1A (Install New Ventilation System).

 

·         Request the Gateway 5 report for the Baynard House Car Park Ventilation Project be submitted to Members for approval.

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

7.

Gateway 1/2/3/4 - Fire Door Replacement Programme pdf icon PDF 285 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 1/2/3/4 report of the Director of Community and Children’s Services regarding a Fire Door Replacement Programme and the following points were made.

 

·         The Director of Community and Children’s Services highlighted that the Spitalfields element of the project (£146,000) fell outside of the Housing Revenue Account (HRA) and therefore would be dependent on funding via the City’s Capital Bids process.

 

·         In response to a question, the Director of Community and Children’s Services noted that the works were being undertaken as, although the existing fire doors met building regulation standards, fire risk assessments had recommended their replacement.

 

·         In response to a question, the Director of Community and Children’s Services noted that officers had undertaken exhaustive surveys of fire doors across the City’s housing portfolio and he was confident that any changes to project scope were unlikely.

 

·         In response to a query, the Deputy Chamberlain agreed to circulate a note outside of the meeting outlining wider funding implications for the Housing Revenue Account.

 

RESOLVED, that Members

 

·         Approve a budget of £150,000 for internal staff costs and professional fees to reach Gateway 5.

 

·         Note the project budget of £150,000 (excluding risk).

 

·         Note the estimated total cost of the project at £9,100,000 (excluding risk).

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

8.

Gateway 2 - Central Criminal Court - External and Internal Fabric Repairs pdf icon PDF 130 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding the Central Criminal Court – External and Internal Fabric Repairs and the following points were made.

 

·         A Member commented that in his view the project was overdue given the scale of repairs, redecoration and cleaning required to bring the fabric of the Central Criminal Court up to standard.

 

·         The Chairman requested more detail on project scope and costed risk at Gateway 3/4.

 

·         In response to a query, the Deputy Chamberlain agreed to circulate a note outside of the meeting regarding funding for works at the Central Criminal Court.

 

RESOLVED, that Members

 

·         Approve a budget of £75,000 to reach Gateway 3/4, for a condition survey and options appraisal.

 

·         Note the total estimated cost of the project of £2.57m (excluding risk).

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

9.

Gateway 3/4/5 - City Cluster and Fenchurch Street Healthy Streets Plan 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 3/4/5 report of the Director of the Built Environment regarding the City Cluster and Fenchurch Street Healthy Streets Plan and the following points were made.

 

·         In response to a concern from a Member regarding the reduction of the Healthy Streets Plan area boundary to the City Cluster only, the Director of the Built Environment reassured Members that the project in question formed part of a wider project approach to public realm outlined within the City’s Transport Strategy.

 

·         The Director of the Built Environment agreed to circulate the Transport Strategy outside of the meeting alongside a note outlining related projects to provide Members with a high-level overview.

 

RESOLVED, that Members,

 

·         Approve the total estimated cost of the project of £282,433 (excluding risk) and release the additional budget of £269,033 to prepare and complete the Healthy Streets Plan.

 

·         Approve the change in scope to the Healthy Streets Plan area boundary to that of the City Cluster area only.

 

·         Approve the project name change to ‘City Cluster Healthy Streets Plan’.

 

·         Grant delegated authority to the Director of the Built Environment to, in consultation with the Chamberlain, make any adjustments between elements of the project budget.

 

·         Approve Option 1 (City Cluster area-only)

 

·         Approve authority to start work on the preparation of the Healthy Streets Plan.

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

10.

Gateway 2 - Tower Bridge Service Trenches Refurbishment pdf icon PDF 109 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the Director of the Built Environment regarding Tower Bridge Service Trenches Refurbishment.

 

RESOLVED, that Members

 

·         Approve a budget of £10,000 for staff costs and investigations to reach the next Gateway.

 

·         Note the total estimated cost of the project at between £300,000 and £500,000 (excluding risk).

 

·         Note that no costed risk provision was requested, although £120,000 of costed risk against asbestos and contamination were identified in the project risk register – these risks would be reviewed at the next Gateway following further investigations.

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

11.

Gateway 5 Progress - Culture Mile Look and Feel Experiments Phase 4 pdf icon PDF 114 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 Progress report of the Director of the Built Environment regarding Culture Mile Look and Feel Experiments Phase 4 and the following points were made.

 

·         The Chairman noted that the Policy and Resources Committee had approved Culture Mile in principle but had limited its funding to one year pending a further funding approval due to be made at the January 2020 meeting of the Resource Allocation (Policy and Resources) Committee. He invited Members to consider the report’s recommendations in light of this.

 

·         In response to concerns expressed by a Member, the Town Clerk agreed that it was appropriate to review how capital monies were utilised on Culture Mile, particularly in light of the fact many initiatives, to date, had been short term.

 

·         In response to a question, the Director of the Built Environment confirmed that this project would be implemented prior to projects scheduled for Moor Lane.

 

·         The Director of the Built Environment confirmed that a watching brief on elements of the project such as phone charging points would be maintained to ensure they remained relevant.

 

·         The Director of the Built Environment agreed to provide more detail on wider project dependencies as part of the Gateway 6 report.

 

RESOLVED, that subject to a decision to be made by the Resource Allocation Sub (Policy and Resources) Committee, Members

 

·         Approve the Look and Feel Experiments Phase 4 Programme for a total cost of £685, 000, funded from the £5m budget previously approved by the Policy and Resources Committee.

 

·         Approve the revised budget for Phases 1-3 set out in Table 3, Appendix 4 of the report.

 

 

 

 

 

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

12.

Gateway 6 - Guildhall Art Gallery and Heritage Gallery Works pdf icon PDF 69 KB

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 6 report of the City Surveyor regarding the Guildhall Art Gallery and Guildhall Heritage Gallery, noting that the final outturn cost was £541,821 as per the first page of the report (not £539,556 as per the last page).

 

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

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

13.

Gateway 5 Progress - City Wayfinding - Introduction of Legible London pdf icon PDF 79 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 Progress report of the Director of the Built Environment regarding City Wayfinding – Introduction of Legible London.

 

RESOLVED, that the report be received.

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

14.

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

Minutes:

There were no questions.

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

15.

Any other business that the Chairman considers urgent

Minutes:

There were two items of other business.

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

15a

Gateway 3/4/5 - Walbrook Wharf Replacement Roof pdf icon PDF 665 KB

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4/5 report of the City Surveyor regarding Walbrook Wharf Replacement Roof.

 

RESOLVED, that Members,

 

·         Approve additional resources to reach Gateway 6 of £1,356,500 for works, fees and costed risk provision, giving a total project budget of £1,412,000.

 

·         Approve the appointment of Neilcott Construction in the total sum of £994,915.

 

·         In respect of costed risk provision, approve a total sum of £292,705 to be drawn down by delegation to Chief Officer in consultation with the Chamberlain, should the risk be identified on the risk register.

 

·         In respect of fees and staff costs, approve a total sum of £68,800.

 

·         Note the revised completion date of August 2020 as opposed to original completion date of December 2020.

 

 

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

15b

Gateway 3/4/5 - Beech Street Transport and Public Realm Improvements pdf icon PDF 193 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 3/4/5 report of the Director of the Built Environment regarding Beech Street Transport and Public Realm Improvements and the following points were made.

 

·         The Director of the Built Environment noted that Members of other Committees had approved Option 2 (Time/Distance Enforcement Approach).

 

RESOLVED, that Members,

 

·         Approve a sum of £1,119,183 as the implementation budget for the interim scheme, funded from within the existing budget of £1,745,362.

 

·         Delegate authority to the Director of the Built Environment in consultation with the Chamberlain to make any adjustments between elements of the approved budget provided the total approved budget of £1,745,362 is not exceeded.

 

·         Agree to provide funding to Islington Council at an estimated cost of £80,000 funded from within the existing budget.

 

·         Delegate authority to the Director of the Built Environment in consultation with the Chamberlain to vary the cost of the Islington contribution, provided the total approved budget of £1,745,362 is not exceeded.

 

·         Note Greater London Authority funding of £90,000 has been secured for the project.

 

·         Note the works and finding to date as detailed in Appendix 4 of the report.

 

 ...  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 19 November 2019.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 19 November 2019 be approved as a correct record, subject to an amendment to Item 4 (Gateway 1/2/3/4 – Airwave Refresh Project).

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

18.

Non-Public Actions

Report of the Town Clerk.

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

Minutes:

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

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

19.

Gateway 3/4 Issue - Isleden House Infill

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

 ...  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 Isleden House Infill Project.

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

20.

Gateway 6 - Joint Contact and Control Room (JCCR): Transfer of Corporation Contact Centre

Report of the Commissioner.

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

Minutes:

Members considered a Gateway 6 report of the Commissioner of Police regarding the Joint Contact and Control Room (JCCR) Transfer of Corporation Contact Centre.

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

21.

Request for Delegated Authority - Action/Know Fraud Programme

Report of the Commissioner.

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

Minutes:

Members considered a Request for Delegated Authority from the Commissioner regarding the Action/Know Fraud Programme.

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

22.

Gateway 5 Issue - Tenanted Properties Electrical Testing and smoke detector installation - Phase 3

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

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

Minutes:

Members considered a Gateway 5 Issue report of the Director of Community and Children’s Services regarding Tenanted Properties Electrical Testing and Smoke Detector Installation – Phase 3.

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

23.

City Fund, City's Estate & Bridge House Estates - Revenue Works Programme - Progress Report

Report of the City Surveyor.

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

Minutes:

Members considered a report of the City Surveyor regarding City Fund, City’s Estate and Bridge House Estates – Revenue Works Programme – Progress.

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

24.

Gateway 6 - City of London School for Girls Gymnasium Accommodation

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 the City of London School for Girls Gymnasium Accommodation.

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

25.

Gateway 6 - Guildhall Replacement of Lighting and Controls / Dimming System in the Guildhall Art Gallery

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 Guildhall Replacement of Lighting and Controls/Dimming System in the Guildhall Art Gallery.

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

26.

Gateway 6 - 1-5 London Wall (Bridge House Estates); Glen House (City's Estate); and 15-17 Eldon Street (City Fund)

Report of the City Surveyor.

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

Minutes:

Members considered a Consolidated Gateway 6 report of the City Surveyor regarding 1-5 London Wall (Bridge House Estates) Glen House (City’s Estate) and 15-17 Eldon Street (City Fund).

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

27.

Gateway 6 - City of London School Summer Works 2016

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 6 report of the City Surveyor regarding City of London School Summer Works 2016.

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

28.

Architect Consultants (for construction) Framework Procurement Stage 1 Strategy Report

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding Architect Consultants (for construction) Framework Procurement Stage 1 Strategy.

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

29.

Transportation and Public Realm Consultancy Framework

Report of the Director of the Built Environment.

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

Minutes:

Members considered a report of the Director of the Built Environment regarding the Transportation and Public Realm Consultancy Framework.

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

30.

Portfolio Overview

Report of the Town Clerk.

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

Minutes:

Members considered a Portfolio Overview report of the Town Clerk.

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

31.

Report of 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 in between meetings.

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

32.

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