Agenda and minutes

Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall

Contact: Chris Braithwaite
tel. no.: 020 7332 1427  Email: christopher.braithwaite@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Christopher Boden, Deputy Roger Chadwick, Deputy Alastair Moss and Tom Sleigh.

 

The Chairman welcomed Alderman Alison Gowman and Gregory Jones to their first meetings of the Sub-Committee.

 

The Chairman also noted that the papers for this meeting of the Sub-Committee had been particularly voluminous, including some large appendices. He explained that he had requested that, in future, officers reduce the length of reports and, if necessary, provide a separate agenda pack to include large appendices.

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

2.

Declarations by Members under the Code of Conduct in respect of items on the Agenda

Minutes:

Gregory Jones declared a non-pecuniary interest in agenda item 21 (“St Lawrence Jewry Church – Issue Report (Gateway 2)”) by virtue of being a member of the Guild Council of St Lawrence Jewry Church.

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

3.

Minutes pdf icon PDF 191 KB

To agree the public minutes and summary of the meeting held on 19 July 2016.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the previous meeting held on 19 July 2016 are approved as an accurate record.

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

4.

Outstanding Actions from previous meetings pdf icon PDF 125 KB

Report of the Town Clerk.

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

Minutes:

The Sub-Committee considered a report of the Town Clerk which provided an update on outstanding actions from previous meetings.

 

Members were also provided a copy of the Work Programme for future meetings of the Sub-Committee. The Town Clerk advised the Sub-Committee that updated versions of this Programme would be presented to all future meetings.

 

RESOLVED – That the Committee notes the report.

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

5.

Review of Corporate Asset Strategy 2012-16 and proposal for a new strategy 2017-20 pdf icon PDF 99 KB

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a report of the City Surveyor which outlined the current status of the review of the Corporate Asset Management Strategy 2012-16 and provides recommendations for the proposed new Corporate Asset Management Strategy 2017-20.

 

The City Surveyor explained that there were a small number of typographical errors in the report which referred to the “Corporate Asset Strategy”, rather than the “Corporate Asset Management Strategy”.

 

The City Surveyor advised Members that the timetable for future reports in relation to the new Strategy was set out within the Work Programme.

 

RESOLVED – That the Sub-Committee

 

a)     Approves an interim review of the existing Corporate Asset Strategy 2012-16; and

b)     Agrees that the proposed Corporate Asset Strategy 2017-2020 be aligned with the programme for the Asset Management and Facilities Management reviews being undertaken by the Strategic Asset Management Programme Board.

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

6.

Accommodation and Ways of Working pdf icon PDF 175 KB

Report of the Town Clerk.

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

Additional documents:

Minutes:

The Sub-Committee considered a report of the Town Clerk which informed Members of the Accommodation and Ways of Working project, which aimed to modernise working practices, optimise the use of buildings and facilities to provide focus for improvements to our business processes, skills and assets, and enhance the Wellbeing of our staff.

 

A Member commented that this report had also been considered by the Establishment Committee and at that meeting Members had commented that it would be vital that the organisational culture and the IT systems were appropriate if the changes to working practices which were proposed in the report were to be achieved. The Member also explained that the Establishment Committee had commented that it would be important that Senior Officers were also willing to adopt new working practices, including, if appropriate, removing their private office provision.

 

A Member asked for clarification regarding the potential for letting Walbrook Wharf once the new practices were in place. The Member also asked whether such property transactions which could be realised following the implementation of the new practices would realise sufficient income to cover the financial implications of adopting the new practices. The City Surveyor explained that contracts were in place for the use of Walbrook Wharf by third parties until 2019 and 2025, so it was anticipated that a final decision on the long-term future of that property would be determined nearer to 2025. He explained that the agreed option and full financial cost of the New Ways of Working Project was not yet known and, given the long-term nature of the project and the uncertainty regarding potential property transactions, it was currently difficult to confirm whether such income would cover the costs of the project.

 

RESOLVED – That the Sub-Committee notes the Accommodation and New Ways of Working Programme and

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

7.

The Mansion House Conservation Management Plan pdf icon PDF 100 KB

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a report of the City Surveyor which provided Members with information of the policies which were included within the Mansion House Conservation Management Plan.

 

RESOLVED – That the Sub-Committee endorses the implementation of the Mansion House Conservation Management Plan’s policies.

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

8.

Energy Efficiency Fund (EEF) - Update pdf icon PDF 331 KB

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a report of the City Surveyor which provided Members with an update regarding progress in establishing the Energy Efficiency Fund and with current activity by the Corporate Energy Team to support and promote use of the Fund. The report also proposed that the Fund be renamed to Energy Interest-Free Loan Scheme.

 

Members commented that the Scheme had launched fairly recently, so the amount of applications received in the short period since the Scheme had been launched was quite encouraging.

 

The Chamberlain explained that energy costs were typically paid from a Department’s local risk budget, so any savings realised by projects funded through the Scheme would result in savings which could be retained by the Department onc the loan has been repaid.


RESOLVED – That the Sub-Committee:

 

a)     Notes the report, and the actions being taken to increase take-up of the Energy Efficiency Fund.

b)     Approves the renaming of the fund from ‘Energy Efficiency Fund’ to ‘Energy Efficiency Interest-Free Loan Scheme’.

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

9.

Questions on matters relating to the work of the sub-committee

Minutes:

A Member commented that it was not uncommon that public lifts in the City were out of order and asked whether it would be possible to provide live information regarding any outages on the Corporation’s website.

 

The City Surveyor explained that outages of public lifts was an issue which was considered on a regular basis by the Planning and Transportation Committee and a Member, also a Member of that Committee, suggested that it may be worthwhile for that Committee to create a small Public Lifts Working Party to consider matters on this subject.

 

The City Surveyor explained that it was not currently clear whether real-time or near real-time information could be provided regarding outages, but undertook to provide an update to the Sub-Committee’s next meeting.

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

10.

Any other business that the Chairman considers urgent

Minutes:

There were no urgent items.

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

11.

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 items 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 agenda text for item 11.

Minutes:

RESOLVED - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items 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.

 

Item No.                                 Paragraphs in Schedule 12A

12-25                                      3

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

12.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 19 July 2016.

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

Minutes:

The non-public minutes of the previous meeting held on 19 July 2016 were approved as an accurate record.

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

13.

Outstanding Actions from non-public minutes of previous meetings

Report of the Town Clerk.

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

Minutes:

The Sub-Committee noted a report of the Town Clerk which provided an update on outstanding actions from previous meetings.

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

14.

Operational Property Portfolio - Annual Report 2016

Report of the City Surveyor.

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

Minutes:

The Sub-Committee noted a report of the City Surveyor which provided Members a view of the range and complexity of the City of London Corporation’s Operational Property Portfolio and advised of changes that had taken place within the last 12 months.

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

15.

Cyclical Works Programme - Proposal for 2017/18

Joint report of the Chamberlain and City Surveyor.

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

Minutes:

The Sub-Committee considered and approved a joint report of the City Surveyor and Chamberlain which set out a draft programme of work for 2017/18 in priority order for cyclical repairs and maintenance of the operational property portfolio (circa 600 properties) including the Barbican Centre and Guildhall School.

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

16.

Additional Repairs and Maintenance Programmes – Progress Report

Report of the City Surveyor.

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

Minutes:

The Sub-Committee noted a report of the City Surveyor which provided an overview of the progress and expenditure on the three current Additional Works Programmes as at 30 August 2016.

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

17.

Security Cross-Cutting Aggregate Report Gateway 1/2 - Guildhall and Barbican Centre

Report of the City Surveyor.

NB The individual Gateway reports are attached as appendices as follows:

Appendix 1 Guildhall: Glazing and Anti-Shatter Film Installation (page 131)

Appendix 2 Barbican Centre: Anti-Shatter film Installation (page 137)

Appendix 3 Guildhall: CCTV and Intruder Alarm Systems (page 155)

Appendix 4 Barbican Centre: CCTV (page 161)

Appendix 5 Guildhall: Access Control, West Wing (page 167)

Appendix 6 Barbican Centre: Access Requirements (page 177)

Appendix 7 Guildhall: Hostile Vehicle Mitigation (page 183)

Appendix 8 Barbican Centre: Hostile Vehicle Mitigation (page 189)

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

Minutes:

The Sub-Committee noted a report of the City Surveyor which provided information regarding a range of security enhancement projects which were proposed for the Guildhall and Barbican Centre. The report also advised the Sub-Committee of proposals which would shortly brought forward for similar projects for Mansion House and the Central Criminal Court.

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

18.

Police Accommodation Strategy: Overview & Programme Update Report

Joint report of the Chamberlain, City Surveyor and Commissioner of the City of London Police.

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

Minutes:

The Sub-Committee noted a joint report of City Surveyor, Chamberlain and Commissioner of the City of London Police which provided a general update on the interlinked programmes within the Police Accommodation Strategy, advised of further resources which were required to continue workstreams and advised of the latest heads of terms for a proposed joint development Collaboration Agreement.

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

19.

Business Plan Progress 2016-19 - Quarter 1 2016/17

Report of the City Surveyor.

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

Minutes:

The Sub-Committee noted a report of the City Surveyor which provided details of progress in Quarter 1 2016/17 against the 2016-19 City Surveyor’s Departmental Business Plan, an update on the commercial property market, and a financial statement.  Additionally the report also provided a brief description of some of the major on-going project activities.

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

20.

City Surveyor's Departmental Quarterly Risk Register Update

Report of the City Surveyor.

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

Minutes:

The Sub-Committee noted a report of the City Surveyor which provided a quarterly update on the management of high level risks within The City Surveyor’s Department.

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

21.

St Lawrence Jewry Church - Issue Report (Gateway 2)

Report of the City Surveyor.

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

Minutes:

The Sub-Committee noted a report of the City Surveyor which provided an update in relation to the project for repairs of St Lawrence Jewry Guild Church.

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

22.

Brandon Mews - demise of adjoining car spaces

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

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

Minutes:

The Sub-Committee considered and approved a report of the Director of Community and Children’s Services which sought approval for the demise to long lessees in Brandon Mews of car bays which adjoin their flats.

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

23.

The City Centre - Contract Waiver

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered and approved a report of the City Surveyor which sought approval for a waiver of the City Corporation’s Procurement Regulations to award a 3 year contract from 1 April 2017 for the provision of facilities management services for The City Centre.

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

24.

Non-public questions on matters relating to the work of the sub-committee

Minutes:

There were no questions.

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

25.

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

Minutes:

There were no items of urgent business.

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