Agenda and minutes

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

Contact: John Cater  Email: john.cater@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Dominic Christian, Marianne Fredericks, Alderman Alison Gowman, Michael Hudson, Deputy Joyce Nash, Jeremy Simons and Deputy Philip Woodhouse.

 ...  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:

No declarations of interest were made.

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

3.

Minutes pdf icon PDF 103 KB

To agree the public minutes and summary of the meeting held on 11th July 2018.

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

Minutes:

RESOLVED – That the public minutes of the previous meeting held on 11th July 2018 are approved as an accurate record, subject to the following amendments:

 

Deputy Wendy Hyde and Deputy Philip Woodhouse were incorrectly listed as absent, the record will be amended to indicate their attendance.

 

 

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

4.

Outstanding Actions from previous meetings pdf icon PDF 50 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 information of outstanding actions from previous meetings.

 

Officers confirmed that final scoping was taking place for the works at the Mansion House, once this was done consideration would turn to the potential of merging elements of the project with the refurbishment works at St Lawrence Jewry. An updated Report would be presented to Members at the Corporate Asset Sub-Committee meeting on 1st November, with a view to the Chairman of the Finance Committee then being able to present an update to the Court of Common Council on 6th December (the initial query concerning the exterior appearance of the Mansion House was raised at Court)

 

RESOLVED – That the Sub-Committee notes the report.

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

5.

Work Programme for future meetings pdf icon PDF 50 KB

Joint report of the Town Clerk and City Surveyor.

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

Minutes:

The Sub-Committee considered a joint report of the Town Clerk and City Surveyor which provided information of the Work Programme for future meetings.


RESOLVED – That the Sub-Committee notes the report.

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

6.

Departmental Risk Register - 2018/19 Q1 pdf icon PDF 63 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

The Sub-Committee received a Report of the Chamberlain concerning the City Surveyor’s Department’s Risk Register.

 

Members were pleased with the improvement to the descriptions in the Report, and noted that a standalone Report specifically focused on the Thames Tideway Tunnel would be presented at the next meeting of the Sub-Committee in November.

 

RESOLVED – that the Sub-Committee noted the Report

 

 

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

7.

Guildhall Complex and Walbrook Wharf future major capital projects update report pdf icon PDF 62 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members received a Report of the City Surveyor concerning future major capital projects at the Guildhall complex and Walbrook Wharf.

 

Officers confirmed that an updated Report focusing on the creation of the plan to carry out the projects would be presented to Members in November, with works commencing in 2019.

 

A Member queried how a project was added to the list of capital projects in appendix 1, officers confirmed that whilst a generalised breakdown budget existed, this list contained bigger projects that breached the threshold for funding from that budget.

 

Officers confirmed that a Report focusing on the remedial works to repair the roof at Walbrook Wharf would come before Members in November.

 

RESOLVED – that the Sub-Committee noted the Report.

 

 

 

 

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

8.

Cyclical Works Programme for 2019/20 bid report pdf icon PDF 83 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

The Sub-Committee considered a Report of the City Surveyor concerning the Cyclical Works Programme for 2019/20.

 

Members asked the City Surveyor whether he had adequate staff in place to tackle the backlog of works. The City Surveyor responded that despite the amount of work in the pipeline, staff, although stretched, were managing. The list of works was a moving feast and a renewed impetus to reduce the operational property footprint would, in turn, ease pressure across the team. Members also queried whether those in the department had sufficient levels of project management skills to meet the challenge, the City Surveyor responded that this was less clear cut.

 

Members requested that future iterations of this Report should include a greater focus on the macro clarity on where we were on the bow wave and the implications for finances and operational capability.

 

A Member asked when the bow wave was likely to be eliminated. Officers responded that whilst the overall level of the bow wave was plateauing, it will not come to an end, as officers are adding new items to the list on a regular basis. Unless Members decide to merge the CWP budget with the Maintenance budget, the bow wave would remain.

 

RESOLVED – that the Sub-Committee approved the following:

 

·         review the attached appendix schedules and approve the recommended works in the Actual List to the value of £12.6m as essential and should be prioritised as proposed;

 

·         review the attached appendix schedules and approve the list of projects in the Reserve List to the value of £11.5m as works that need to be completed should savings from the Actual List projects arise;

 

·         agree the final proposed programme of works be submitted for approval of funding at the meeting of the Resource Allocation Sub-Committee in January 2019;

 

·         approve that where projects

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

9.

Corporate FM General Update pdf icon PDF 64 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning Corporate FM.

 

RESOLVED – that the Sub-Committee noted the Report.

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

10.

Feasibility study to expand Citigen energy network pdf icon PDF 1 MB

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a Report of the City Surveyor concerning the Citigen energy network.

 

RESOLVED – that the Sub-Committee approved officers to undertake a feasibility study at a cost of up to £100,000 in accordance with the Government scheme described in this report to examine how the Citigen energy network might be expanded within the area to the south of Smithfield subject to a successful grant application for 67% of the cost and a 16.5% contribution from Citigen.

 

 

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

11.

Carbon Descent Plan 2018 - update report pdf icon PDF 325 KB

Report of the City Surveyor.

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning the Carbon Descent Plan 2018.

 

Officers clarified that the hard trajectory target had been 2018 with the headline final target being 2025. The 2018 – 2025 period would be split into phase 1 (2018 – 2021) where officers would focus on the easier items; the expectation was that phase 2 (2021 – 2025), would prove more challenging, requiring departments to fundamentally change their approach. As a first step officers would be liaising with departments to ensure business plans for the post 2021 period were aligned with the aims of the CDP. In addition, external support staff would be needed in phase 2.

 

Officers would return in April 2019 with an update Report.

 

RESOLVED – that the Sub-Committee approved the following:

 

·         Re-affirm the Corporations existing commitment to a 40% reduction by 2025,

representing an updated 29% reduction target from present absolute performance.

 

·         Members review the list of potential energy reduction schemes set out in Appendix

A and agree that these should be progressed

 

·         Agree the City Surveyor should progress those energy savings schemes set out in

Appendix A that don’t require any capital expenditure.

 

·         Note that any additional staffing cost (such as a fixed term energy project manager)

will initially be met from the City Surveyor’s local risk budget but recovered from the

savings achieved.

 

·         Agree that those schemes requiring investment be progresses by the City Surveyor

as ‘spend to save’ schemes through the gateway process at the earliest

opportunity.

 

·         The City Surveyor to report back on progress in six months’ time

   

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

12.

Sustainability Audit of Operational Property Portfolio report - request for fees pdf icon PDF 104 KB

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a Report of the City Surveyor concerning the Operational Property Portfolio.

 

RESOLVED – that the Sub-Committee approved funding of £55k supplementary budget from RASC or Transformation fund bid to commission a specialist consultant to undertake an analysis and create a draft sustainable buildings strategy report for the Corporate estate.

 

 

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

13.

West Smithfield and Charterhouse Street (Thameslink) Bridges Remedial Works pdf icon PDF 162 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning the bridges at West Smithfield and Charterhouse Street.

 

RESOLVED – that the Sub-Committee approved the following:

 

·         Option 2 from the Options Appraisal Table is approved (i.e. full programme of

works identified to both bridges)

 

·         The project budget of £684,000 is approved (inclusive of £100,000 risk allowance)

 

·         Currently approved Cyclical Works Programme (CWP) funding of £230,000 is

transferred to this project and managed under the Gateway project procedures

 

·         Additional funding of £323,000 from the Additional Capital Funds for City Fund

Properties Programme (as approved by RASC 18th January 2018) is allocated

to the project & managed under the Gateway project procedures

 

·         Additional funding of £131,000 from savings in the 2016/17 Additional Works

Programme (AWP) is allocated to the project and managed under the Gateway project procedures

 

 

 

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

14.

Update on Public Conveniences pdf icon PDF 66 KB

Report of the City Surveyor.

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

Minutes:

Members received a Report of the City Surveyor concerning public conveniences in the City.

 

A Member asked what about the current performance of the public conveniences app, officers responded that they would update Members on the app at the next meeting of the Sub-Committee.

 

A Member added that the network of public conveniences across the City was becoming anachronistic, the community toilet scheme offered a more viable long-term solution for provision of conveniences. It was suggested that this sat in Port Health’s remit.

 

RESOLVED – that the Sub-Committee noted the Report

 

 

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

15.

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

Minutes:

There were no questions.

 

 

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

16.

Any other business that the Chairman considers urgent

Minutes:

There were no urgent items.

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

17.

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 17.

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.

 

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

18.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 11th July 2018.

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

Minutes:

The non-public minutes of the previous meeting held on 11th July 2018 were approved as an accurate record.

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

19.

Outstanding Actions from non-public minutes of previous meetings

Report of the Town Clerk.

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

Minutes:

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

 

 

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

20.

Departmental Business Plan 2018/19 Q1 - Outcome Report

Report of the City Surveyor

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning the Department’s Business Plan.

 

 

 

 

 

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

21.

Operational Property Portfolio - annual report 2018

Report of the City Surveyor.

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning the Operational Property Portfolio.

 

 

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

22.

City Surveyor's Service Based Review (SBR) Target and Realisation

Report of the City Surveyor.

 

 

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

Minutes:

23.

Backlog of Cyclical Maintenance

Report of the City Surveyor.

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning the backlog of cyclical maintenance.

 

 

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

24.

Barbican Centre - Capital Cap Report

Report of the Director of Operations and Buildings.

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

Minutes:

The Sub-Committee received a Report from the Director of Operations and Buildings, Barbican Centre.

 

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

25.

Annual report on third parties and income from Operational Property Portfolio

Report of the City Surveyor.

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning income from third parties.

 

Carry forward

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

26.

Citigen - update

Report of the City Surveyor.

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning Citigen.

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

27.

20/21 Aldermanbury options - Gateway 3 report

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a Report of the City Surveyor concerning 20/21 Aldermanbury.

 

 

 

 

 

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

28.

Woodredon House and Coach House- disposal update report

Report of the City Surveyor.

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

Minutes:

The Sub-Committee considered a Report of the City Surveyor concerning the Woodredon Estate.

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

29.

Delegated Authority Request - City Fund & City's Estate Highway Disposal - Shoe Lane & Plumtree Court, EC4

Report of the City Surveyor.

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

Minutes:

The Sub-Committee received a delegated authority request of the City Surveyor concerning a highway disposal at Shoe Lane and Plumtree Court, EC4.

 

 

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

30.

Guildhall - Great Hall Event Chairs Gateway 3-4 report

Report of the City Surveyor.

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning the replacement of the event chairs.

 

 

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

31.

Final settlement of dispute with TfL over TfL's acquisition of sub-soil beneath Billingsgate Market

Joint Report of the Comptroller & City Solicitor and the City Surveyor.

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

Minutes:

The Sub-Committee received a Report of the City Surveyor concerning the dispute with TfL over TfL’s acquisition of sub-soil beneath Billingsgate Market.

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

32.

Report of Action Taken

Report of the Town Clerk

 ...  view the full agenda text for item 32.

Minutes:

The Sub-Committee received a Report of the Town Clerk concerning decisions taken under delegated authority or urgency procedures since the last meeting of the Sub-Committee.

 ...  view the full minutes text for item 32.

33.

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 33.

34.

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 34.