Agenda and minutes

Venue: Microsoft Teams

Contact: Alistair MacLellan
tel.no.: 020 7332 1416  Email: alistair.maclellan@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Catherine McGuinness. The Town Clerk noted that Karina Dostalova would be late for the meeting.

 

The Chairman welcomed Susan Pearson to the meeting as an observer, noting that Ms Pearson would be joining the Sub-Committee from its October 2020 meeting as a Finance Committee appointee.

 ...  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 210 KB

To agree the public minutes and non-public summary of the meeting held on 30 July 2020.

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

Minutes:

RESOLVED, that the public minutes and non-public summary of the meeting held on 30 July 2020 be approved.

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

5.

Public Actions pdf icon PDF 52 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.

 

43/2019/P – Transport Strategy note on alignment with public realm projects

 

·         The Town Clerk noted that an update had been circulated to Members by email, with a further update expected on 7 October 2020.

 

2/2020/P – Report on overview of Criminal Court Projects

 

·         The Town Clerk noted this report had been deferred to the October 2020 meeting to allow verification of project costings to be conducted.

 

13/2020/P – Procurement Sub-Committee Resolution regarding Performance Bonds

 

·         Members noted that a draft minute of the Procurement Sub-Committee had been circulated by email. The Chairman noted that Performance Bonds would be considered on a case-by-case basis at Options Appraisal stage.

 

·         The Chairman requested that the Town Clerk embed performance bonds within the project gateway process.

 

RESOLVED, that the report be received.

 

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

6.

Climate Action Strategy pdf icon PDF 183 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

Members considered a report of the Town Clerk regarding the Climate Action Strategy and the following points were made.

 

·         The Chairman noted that Members would be familiar with the report given it was being considered at other City of London Corporation Committees. The Chairman had been closely involved in the strategy’s development since July 2020 alongside fellow champions Jamie Ingham-Clark and Alderman Alison Gowman. The Chairman noted that the strategy represented a unique opportunity for the City of London Corporation to act decisively on the key issue of climate action, and he believed the strategy was on course to be a defining cross-organisational initiative that would be an example to others on a focused, actions-driven approach to a key issue.

 

·         The Chairman continued, noting that he believed that the strategy was both deliverable and affordable in an environment where the City’s finances faced a number of pressures, and that the strategy was evidence based and aligned with other City strategies including the Transport Strategy, and the Clean Air Strategy. If the strategy went on to be approved by the Policy Committee later in September 2020 and the Court of Common Council in October 2020, it would feature in the forthcoming Green Horizon summit being hosted by the City of London Corporation and central Government in November 2020.

 

·         The Chairman concluded by highlighting that the strategy had a number of target-based actions grouped around achieving net zero, and resilience. The Chairman was determined that the strategy would have no adverse impact on frontline services, and that whilst funding would be allocated in principle for 4-5 years, funding decisions would be made in-year.

 

·         The Town Clerk was heard, noting that the goal was for the City of London Corporation to be carbon neutral by 2027. Actions that had particular relevance to Projects

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

7.

Gateway 2 - London Wall Car Park - Ventilation, Electrical, Fire Alarm and Sprinkler Works pdf icon PDF 232 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding London Wall Cark Park – Ventilation, Electrical, Fire Alarm and Sprinkler Works, and the following points were made.

 

·         The Chairman noted that there were lessons to be learned from a similar project that had been undertaken at Middlesex Street Car Park and invited the City Surveyor to comment.

 

·         The City Surveyor noted that Members were requested to approve £240,000 for early works and surveys, and that this project was part of a programme of fire alarm replacement works across the City’s car parking estate given the fire systems were judged to be obsolete. Whilst the two project teams for Middlesex Street and London Wall were separate, they would be working together to identify and apply lessons learned. One key lesson learned from Middlesex Street – particularly given the nuisance to local residents posed by false alarms – was to gain an understanding early on in the project on how the system worked and ensure a double knock system was in place from day one.

 

·         The Chairman noted that this project was in response to a fire risk assessment that also encompassed Baynard House Car Park, and that the two projects would proceed in parallel.

 

·         A Member suggested that a review of how many car parking spaces were commonly utilised across the City’s estate would be useful to help determine whether a full upgrade of all car parks should be undertaken. The City Surveyor agreed to feed back outside of the meeting on this point.

 

·         A Member noted that car park utilisation was an issue for the Planning and Transportation Committee, which was overseeing a review at present on charging that would no doubt encompass car park usage.

 

·         The Member continued, noting that the real issue at Middlesex Street Car

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

8.

Gateway 5 Issue - City Streets: Transportation response to support COVID-19 recovery pdf icon PDF 185 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 Issue report of the Director of the Built Environment regarding City Streets: Transportation Response to support COVID-19 recovery and the following points were made.

 

·         The Chairman noted that Members were issued a schedule of wider City Transportation COVID-19 response works outside of the meeting.

 

·         The Director of the Built Environment noted that Transport for London (TfL) had advised that tube journey were 60% on year, and public transport journeys in the City were up 20% during week commencing 7 September 2020. Cycle hire was also up 8%. Officers were aware, anecdotally, that footfall in the City was increasing steadily and week on week increases were expected once schools had returned. More detailed figures would be provided to the next meeting.

 

·         The Director of the Built Environment continued, noting that there had been increased engagement with the City’s public portal. In terms of delivery of COVID-19 recovery works, phases 1 and 2 had been delivered on street, and work was being undertaken on phase 1 infrastructure to make it more robust (phase 1 plus) in advance of Autumn weather. Phase 2 plus works would be undertaken shortly, once designs were reviewed and amended where necessary.

 

·         The Director of the Built Environment continued, noting that phase 3 works were planned to support businesses that relied on serving food and drink – these works would include seating and planting. It was uncertain for how long this recovery infrastructure would need to be in place for, but Members would be kept updated.

 

·         The Director of the Built Environment concluded by noting complimentary measures undertaken by TfL in Bishopsgate, with the installation of three bus gates. TfL would also be closing London Bridge to certain vehicles between 7.00am – 7.00pm between Monday-Friday. Islington’s proposals for Clerkenwell Road were currently on

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

9.

Gateway 6 - Concrete Repairs to the Barbican Estate pdf icon PDF 112 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 concrete repairs to the Barbican Estate and the following points were made.

 

·         The Chairman noted that this report could be considered as an example of best practice and would be used as a case study as such at the City’s Project Management Academy.

 

RESOLVED, that Members,

 

·         Note the report, the lessons learned, and authorise the closure of the project.  

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

10.

Public Report on Action Taken pdf icon PDF 109 KB

Report of the Town Clerk.

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

Minutes:

Members considered a public report of the Town Clerk on action taken and the following points were made.

 

·         A Member congratulated officers for the delivery of waterproofing and bearing replacement works at London Bridge. Nevertheless it was the Member’s understanding that TfL would only allow certain types of traffic during weekdays which was causing some stakeholder disquiet. The Member also requested clarification on when the Bridge would be reopen. The Town Clerk committed to providing an update outside of the meeting.

 

RESOLVED, that the report be received.

 ...  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:

Project Management Academy Update

At the request of the Chairman, the Town Clerk provided an update on the Project Management Academy and the following points were made.

 

·         The City had commissioned an external company to prepare a bid to have the City’s Project Management Academy accredited by the Association of Project Management (APM). The application would be reviewed by the City and submitted to the APM shortly. Members were welcome to suggest a name for the Project Management Academy.

 

·         In response to a question, the Town Clerk committed to confirming the headline timeline for accreditation, and circulating Project Management Academy modules to Members for information.

 

·         The Town Clerk confirmed that the Project Management Academy would be in operation pending accreditation, with officers attending the academy in the meantime receiving retrospective accreditation.

 

·         The Chairman welcomed progress made, noting that it was important to secure external recognition for the academy.  

 

 

 

 ...  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 30 July 2020.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 30 July 2020 be approved.

 ...  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.

Property Projects Group - COVID-19 Update

The Property Projects Group Director to be heard.

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

Minutes:

The Property Projects Group Director was heard regarding a COVID-19 update.

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

17.

Gateway 5 Issue - 123/124 New Bond Street

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 Issue report of the City Surveyor regarding 123/124 New Bond Street.

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

18.

Gateway 2 - Guildhall event spaces AV replacement / Upgrade

Report of the Remembrancer.

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

Minutes:

Members considered a Gateway 2 report of the Remembrancer regarding Guildhall Event Spaces AV Replacement / Upgrade.

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

19.

Gateway 1/2/3/4 - Fire Safety Improvement Works - Frobisher Crescent Residential Premises

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

 

Appendix 2 TO FOLLOW.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the Director of Community and Children’s Services regarding Fire Safety Improvement Works – Frobisher Crescent Residential Properties.

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

20.

Portfolio Overview

Report of the Town Clerk.

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

Minutes:

Members considered a portfolio overview report of the Town Clerk.

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

21.

Major Works Project Management Frameworks - Stage 2 Award Report

Joint Report of the Chamberlain and City Surveyor.

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

Minutes:

Members considered a joint report of the Chamberlain and City Surveyor regarding Major Works Project Management Frameworks – Stage 2 Award.

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

22.

Non-Public Report on Action Taken

Report of the Town Clerk.

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

Minutes:

Members considered a non-public report of the Town Clerk on action taken.

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

23.

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

Minutes:

There were two questions.

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

24.

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

Minutes:

24a

Gateway 5 Issue - Kenley Revival Project

Report of the Director of Open Spaces.

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

Minutes:

Members considered a Gateway 5 Issue report of the Director of Open Spaces regarding the Kenley Revival Project.

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

24b

Gateway 5 Issue - Committee Rooms Audio-Visual Equipment

Report of the Chamberlain.

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

Minutes:

Members considered a Gateway 5 Issue report of the Chamberlain regarding Committee Rooms Audio-Visual Equipment.

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

24c

Gateway 5 Issue - External & Internal Repairs to 29A Brook Street

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 Issue report of the City Surveyor regarding external and internal repairs to 29a Brook Street.

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