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, Deputy Edward Lord, Deputy Catherine McGuinness and Ben Murphy.

 ...  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.

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 97 KB

To agree the public minutes and summary of the meeting held on 16 December 2019.

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

Minutes:

RESOLVED, that the public minutes and non-public summary of the meeting held on 16 December 2019 be approved as a correct record.

 

Matters Arising

Gateway 1/2/3/4 Fire Door Replacement Programme

In response to queries from Members regarding whether he was content over the pace at which the Fire Door Replacement Programme was being delivered, the Director of Community and Children’s Services noted that fire door replacement was a national issue which meant that testing facilities were operating at capacity, resulting in 9-12 month waiting lists. The City of London Corporation’s fire doors had all either completed testing or were undergoing testing at present. Members, mindful of the importance of delivery at pace of a project that would ensure fire safety on the City’s estates, resolved to bring what they believed to be a significant project to the attention of the Procurement Sub (Finance) Committee’s attention accordingly.

 

RESOLVED, that in light of the comments made, Members of the Projects Sub (Policy and Resources) Committee highlight to their colleagues on the Procurement Sub (Finance) Committee the importance they attach to the expeditious procurement and delivery of the City of London Corporation’s Fire Door Replacement Programme to ensure, as far as was possible, the highest standards of fire safety on the City’s housing estates.  

 

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

5.

Actions pdf icon PDF 54 KB

Report of the Town Clerk.

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

Minutes:

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

 

41/2019/P Housing Revenue Account Commitments & 42/2019/P Additional Resources for City Properties

 

·         The Town Clerk agreed to liaise with the Chamberlain and provide an email update to Members on these two actions.

 

43/2019/P Transport Strategy Note

 

·         The Town Clerk noted that the Transport Strategy was due for approval by the Planning and Transportation Committee shortly, at which time it would be circulated to Members of the Projects Sub-Committee.

 

44/2019/P – Project Dependencies to be mapped at Gateway 6

 

·         The Town Clerk noted that this action had been factored into the Gateway process. Members agreed that it could be closed.

 

RESOLVED, that the report be received.

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

6.

Gateway 6 - Barbican Centre Sand & Seal Woodblock Flooring pdf icon PDF 105 KB

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 6 report of the Managing Director, Barbican Centre regarding Sand & Seal Woodblock Flooring. The Managing Director acknowledged that there had been issues in delivering the project but confirmed that lessons had been learned.

 

RESOLVED, that Members note the lessons learned and approve that the project be closed.

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

7.

Gateway 5 - 60 London Wall s278 pdf icon PDF 92 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 report of the Director of the Built Environment regarding 60 London Wall s278.

 

RESOLVED, that Members

 

·         Approve the total construction budget (Gateway 5) of £365,797 for 60 London Wall Section 278;

 

·         Note the revised total estimated cost of the project of £405,797;

 

·         Delegate authority for any adjustments between elements of the approved budget to the Chief Officer in consultation with the Chamberlain’s Head of Finance;

 

·         Delegate authority for any budget increases to the Chief Officer in consultation with the Chamberlain and Town Clerk, provided there is no change to the approved scope of works and the City receives upfront funding from the developer.

 

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

8.

Gateway 6 - Decent Homes Central Heating Installation Programme (CHIP) - 2010/11, 2011/12 and 2012/13 pdf icon PDF 109 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Director of Community and Children’s Services regarding Decent Homes Central Heating Installation Programme – Various 2010/11, 2011/12 and 2012/13.

 

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

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

9.

Gateway 6 - Decent Home Kitchen and Bathroom Contingency 2 pdf icon PDF 113 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Director of Community and Children’s Services regarding Decent Home Kitchen and Bathroom Contingency 2.

 

RESOLVED, that Members note the lessons learned and approve that the project be closed.

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

10.

Gateway 6 - Guildhall School of Music & Drama General electrical and dimmer installation pdf icon PDF 95 KB

Report of the Principal, Guildhall School of Music and Drama.

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Principal, Guildhall School regarding General Electrical and Dimmer Installation.

 

RESOLVED, that Members note the lessons learned and approve that the project be closed.

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

11.

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

Minutes:

Central Criminal Court – Warwick Square

In response to a question, the Town Clerk agreed to liaise with the Executive Director, Mansion House & Central Criminal Court and the Director of the Built Environment to establish the status on a project at the Central Criminal Court, and update Members as appropriate.  

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

12.

Any other business that the Chairman considers urgent

Minutes:

There was no other business.

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

13.

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 13.

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 13.

14.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 16 December 2019.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 16 December 2019 be approved as a correct record.

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

14a

Gateway 6 Progress - Action & Know Fraud IBM (UK) Ltd, new Managed Service

Report of the Commissioner.

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

Minutes:

Members agreed to vary the order of items on the agenda so that Item 33(a) was considered next. Members proceeded to consider a Gateway 6 Progress report of the Commissioner regarding Action & Know Fraud IBM (UK) Ltd.

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

15.

Non-Public Actions

Report of the Town Clerk.

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

Minutes:

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

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

16.

Report of Action Taken

Report of the Town Clerk.

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

Minutes:

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

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

17.

Portfolio Overview

Report of the Town Clerk.

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

Minutes:

Members considered a Portfolio Overview report of the Town Clerk.

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

18.

Gateway 5 Progress - HR Integrated Time Management and e-Expenses Project

Report of the Commissioner.

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

Minutes:

Members considered a Gateway 5 Progress report of the Commissioner regarding HR Integrated Time Management and e-Expenses Project.

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

19.

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

Joint report of the City Surveyor and Headmistress.

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

Minutes:

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

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

20.

Gateway 2 Issue - Barbican Centre Fire Door Rectification

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 2 Issue report of the Managing Director, Barbican Centre regarding Barbican Centre Fire Door Rectification.

 

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

21.

Gateway 2 Issue - Barbican Centre Fire Safety Projects (Multiple)

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 2 Issue report of the Managing Director, Barbican Centre regarding Barbican Centre Fire Safety Projects (Multiple).

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

22.

Gateway 2 Issue - Barbican Centre Fire Stopping and Compartmentation

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 2 Issue report of the Managing Director, Barbican Centre regarding Barbican Centre Fire Stopping and Compartmentation.

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

23.

Gateway 5 - City of London Freemen's School Main House Refurbishment

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 report of the City Surveyor regarding the City of London Freemen’s School Main House Refurbishment.

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

24.

Gateway 3/4 Progress - City of London Freemen's School Managed IT Infrastructure

Joint report of the Headmaster and Chamberlain.

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

Minutes:

Members considered a Gateway 3/4 Progress report of the Headmaster regarding the City of London Freemen’s School Managed IT Infrastructure Service.

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

25.

Gateway 6 - Finsbury House, 23 Finsbury Circus, EC2

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 Finsbury House, 23 Finsbury Circus, EC2.

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

26.

Gateway 6 - Guildhall - West Wing Members Accommodation

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 Guildhall West Wing Members Accommodation.

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

27.

Gateway 6 - Old Swan Stairs, Swan Lane Essential Repairs to the Flood Defence Wall & Trig Lane Pier repair works

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 Old Swan Stairs, Swan Lane Essential Repairs to the Floor Defence Wall & Trig Lane Pier Repair Works.

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

28.

Gateway 6 - Guildhall School of Music and Drama Piano Replacement

Report of the Principal, Guildhall School.

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

Minutes:

Members considered a Gateway 6 report of the Principal, Guildhall School regarding Piano Replacement.

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

29.

Gateway 1/2/3/4 - City of London Freemen's School Revenue Works Programme 2020/2021

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the City Surveyor regarding City of London Freemen’s School Revenue Works Programme 2020/21.

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

30.

Gateway 1/2/3/4 - City of London School Summer Works 2020

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the City Surveyor regarding City of London School Summer Works 2020.

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

31.

Gateway 1/2/3/4 - City of London School for Girls Summer Works 2020

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the City Surveyor regarding City of London School for Girls Summer Works 2020.

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

32.

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

Minutes:

There was one non-public question.

 ...  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.