Agenda and draft 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:

There were no apologies.

 ...  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 187 KB

To agree the public minutes and non-public summary of the meeting held on 27 May 2020.

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

Minutes:

RESOLVED, that the public minutes and non-public summary of the meeting held on 27 May 2020 be approved.

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

5.

Public Actions pdf icon PDF 111 KB

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding public actions and the following points were made.

 

41/2019/P – Housing Revenue Account (HRA) Commitments

 

·         The Chamberlain noted that a report would be submitted to the July 2020 meeting, as more time was required to evaluate HRA commitments in light of COVID-19.

 

43/2019/P – Transport Strategy Note

 

·         The Director of the Built Environment noted that this action would be the subject of a report to the July 2020 meeting.

 

2/2020/P – Central Criminal Courts Programme

 

·         The Town Clerk noted that this action would be the subject of a report to the July 2020 meeting.

 

7/2020/P and 8/2020/P – Delegated Authorities

 

·         The Town Clerk noted that the delegated authorities regarding Beech Street Clean Air and Gateway 6 Golden Lane Playground had not been required and had therefore expired. It was anticipated that both projects would be reported to the July 2020 meeting.

 

10/2020/P and 11/2020/P – COVID-19 Impact on Projects

 

·         The Town Clerk noted that the actions regarding the value of COVID-19 affected projects and financial analysis of COVID-19 affected projects were covered elsewhere on the agenda.

 

RESOLVED, that this report be received.

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

6.

Performance Bonds and Parent Company Guarantees

The Chairman to be heard.

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

Minutes:

Members discussed the issue of performance bonds and parent company guarantees and the following points were made.

 

·         The Property Projects Group Director noted that she had been in contact with the Sheriff to clarify the City’s approach to performance bonds and parent company guarantees. The standard requirement of a performance bond was an on-demand bond of 10% of the contract and served to protect the employer should the contracted entity fail to meet its obligations. There were typically two types of bond: on-demand or conditional with the latter type of bond requiring evidence of contractor’s default and loss to be provided by the client.

 

·         The Chamberlain noted that performance bonds were not used by COL as a tool to check the financial standing of a contractor. The City had recently adopted a new process whereby potential contractors were both required to have a minimum turnover, and to undergo assessment by the City, as such, using requirement of a bond as an additional measure, could be disproportionate.  The current assessment process establishes the ‘risk appetite’ on a contract, and then assesses the financial position of a bidder against that risk. Those with a high level of risk would be disqualified, and those graded ‘amber’ would be required to provide a bond or Parent Company Guarantee.  This process notwithstanding, the City was mindful to be proportionate in applying the obligation to provide bonds. The question of how this would work in practice going forward would be considered by the Procurement Sub (Finance) Committee.

 

·         The Chamberlain noted that there were protections in contract e.g. payment in stages, liquidated damages and a ‘reserve’ held back at end of contract.

 

·         The Comptroller and City Solicitor added that Cabinet Office guidance stated that on-demand bonds should only be applied to high-value high-risk projects. This meant that

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

7.

Gateway 2/3/4 - City Streets: Transportation response to support Covid-19 recovery (Phase 3) pdf icon PDF 275 KB

Report of the Director of the Built Environment.

 

Please note this report’s appendices have been included as an agenda supplement.

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

Additional documents:

Minutes:

Members considered a Gateway 2/3/4 report of the Director of the Built Environment regarding City Streets: Transportation response to support COVID-19 recovery (Phase 3) and the following points were made.

 

·         In response to a question, the Director of the Built Environment noted that phase 3 was a more localised phase compared to phases 1 and 2, in terms of its focus on areas within the City. Lessons learned from phases 1 and 2 included the need to be alert to changing government guidance, and the rate of return of the working population into the City.

 

·         A Member queried whether the City could consider issuing a consolidated impact assessment to City businesses that drew together various strands of information that the City was privy to e.g. information received from Transport for London.

 

RESOLVED, that Members,

 

·         Approve in principle the budget for Phase 3 to be a maximum of £650,500 subject to the confirmation of funding at Gateway 5.

 

·         Note the overall forecast project budget for all three phases is now £1,699,244 (excluding risk).

 

·         Note the proposal for a review report on all measures be submitted to committee after six months of the first measures being implemented (December 2020) (paragraphs 18-19).

 

·         Approve the principle of up to 1,900 new cycle parking locations, at a maximum cost of £82,000, split by:

 

o   a maximum of 50 car parking spaces within the City’s five car parks being reallocated to provide up to 500 cycle parking spaces (paragraphs 48-49).

o   a maximum of 81 on street parking bays/motorcycle bays to be reallocated to temporary cycle parking and/or seating as part of Phase 3 (paragraphs 50-55). This equates to a maximum 13% reduction in on-street parking bays to provide up to 650 cycle spaces.

o   and reallocation of other carriageway and possibly footway space

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

8.

Gateway 1/2/3/4 - Tenants Electrical Services Testing and Smoke Detector Installation - Phase 5 pdf icon PDF 156 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 1/2/3/4 report of the Director of Community and Children’s Services regarding Tenants Electrical Services Testing and Smoke Detector Installation – Phase 5. In response to a question, the Director of Community and Children’s Services confirmed that the combined gateway approach had worked well on similar projects in the past. The City was also liaising with the contractor to establish when they would be back on site.

 

RESOLVED, that Members,

 

·         Approve Option 1 (Appoint contractor following competitive tender);

 

·         Approve a budget of £27,000 for staff costs to reach the next Gateway.

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

9.

Gateway 5 - Mark Lane Public Realm and Transportation Enhancements - Phases 2 and 3 pdf icon PDF 132 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 report of the Director of the Built Environment regarding Mark Lane Public Realm and Transportation Enhancements – Phases 2 and 3. The Chairman commented that the main area of risk, at present, appeared to be around securing the required Traffic Order on time.

 

RESOLVED, that Members,

 

·         Agree authorisation to increase the current approved budget of £69,261 by £2,869 to cover the overspend as per Appendix 3, Table 3 in the report.

 

·         Agree to utilise the underspend of £15,651 from the previous works phase towards the completion of public realm works (Phases 2A and 2B)

 

·         Agree authorisation to initiate public realm works on New London Street and Mark Lane to be fully funded from the Local Community Facilities and Environmental Improvement Contributions from 64-74 Mark Lane Section 106 agreement (£633,168) and Mariner House Section 106 agreement (£82,923), at a total cost of £716,091. (Phases 2A and 2B)

 

·         Agree authorisation to carry out a design appraisal in the Mark Lane (Phase 3) area to establish the impacts of proposals at Fenchurch Place and the redevelopment of 50 Fenchurch Street on the local street network; at a cost of £25,000, funded by the Public Transport Contribution of £189,655 from the 64-74 Mark Lane Section 106 agreement.

 

·         Approve the revised total project budget increase from £509,914 to £905,746 which combines the public realm (£716,091) and transportation improvements (£189,655) programmes.

 

·         Grant delegated authority to the Director of the Built Environment for implementing transportation improvements (Phase 3), provided costs are not exceeded in a subsequent Gateway 3/4/5 Report.

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

10.

Gateway 3/4 - Tower Bridge Service Trenches Refurbishment pdf icon PDF 211 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 report of the Director of the Built Environment regarding Tower Bridge Service Trenches Refurbishment. The Director of the Built Environment noted that asbestos was likely given the level of redundant pipework in the areas affected by the project.

 

RESOLVED, that Members,

 

·         Approve an additional budget of £40,000 for staff costs, fees, investigations and trial installations, to reach the next Gateway.

·         Note the revised project budget of £50,000(excluding risk).

·         Note the total estimated cost of the project at £425,000 (excluding risk).

·         Note that no Costed Risk Provision is requested at this stage, although £120,000 of costed risks against asbestos and contamination are identified in the Project Risk Register.  These will be reviewed at the next gateway following completion of investigations.

·         Approve Option 3 (Replace covers with bespoke lightweight ductile iron alternative, within existing seating frames).

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

11.

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

Minutes:

There were no questions.

 ...  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 27 May 2020.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 27 May 2020 be approved as a correct record.

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

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.

COVID-19 Capital Projects Contingency Fund

Report of the City Surveyor.

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

Minutes:

Members considered a report of the City Surveyor regarding the COVID-19 Capital Projects Contingency Fund.

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

17.

Gateway 4c - Secure City

Joint report of the Director of the Built Environment and the Commissioner.

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

Minutes:

Members considered a joint Gateway 4c report of the Director of the Built Environment and the Commissioner regarding Secure City.

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

18.

Gateway 5 Issue - HR Integrated Time Management and e-Expenses

Report of the Commissioner.

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

Minutes:

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

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

19.

Gateway 6 - Avondale Square Window Overhaul

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

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

Minutes:

Members considered a Gateway 6 report of the Director of Community and Children’s Services regarding the Avondale Square Windows Overhaul.

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

20.

Gateway 1/2/3/4 - eDiscovery Project

Report of the Commissioner.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the Commissioner regarding the e-Discovery Project.

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

21.

Gateway 2 - Body Worn Video Refresh

Report of the Commissioner.

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

Minutes:

Members considered a Gateway 2 report of the Commissioner regarding Body Worn Video Refresh.

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

22.

Gateway 1/2/3/4 - Committee Rooms Audio Visual Equipment

Report of the Chamberlain.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the Chamberlain regarding Committee Rooms Audio-Visual Equipment.

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

23.

Portfolio Overview

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk that provided a Portfolio Overview.              

 

At this point of the meeting, two hours having elapsed, Members agreed to extend the meeting until all items of business had been considered, in line with Standing Order 40 of the Court of Common Council.

 

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

24.

Modern Methods of Construction and the City - A report on Modern Methods of Construction for City of London Corporation Projects

Report of the City Surveyor.

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

Minutes:

Members considered a report of the City Surveyor regarding Modern Methods of Construction for City of London Corporation Projects.

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

25.

Report on Action Taken

Report of the Town Clerk.

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

Minutes:

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

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

26.

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

Minutes:

There were no questions.

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

27.

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 27.