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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 Nick Bensted-Smith, Karina Dostalova, Anne Fairweather, Marianne Fredericks and Chris Hayward.

 ...  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 201 KB

To note the Gateway Approval process.

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

Minutes:

Members considered the updated Project Gateway process and the following points were made.

 

·         The Chairman noted that a costed risk provision for projects would be introduced from April 2019 to align with wider budget setting within the City of London Corporation. In the meantime, risk provision would be considered on a project-by-project basis.

 

·         The Chairman added that progress of the Project Management Academy continued apace, and that he would request a formal update from the Director of Human Resources at the February 2019 meeting of the Sub-Committee.

 

·         The Chairman continued, noting that the governance threshold for capital projects had not been reviewed in at least a decade and that a review could therefore be considered timely. Any review would need to be conducted across the whole organisation, rather than once department in particular.

 

·         In response to a question, the Chairman confirmed that any review of governance thresholds for projects would not affect the remit of the Capital Buildings Committee.

 

·         In response to a question, the Town Clerk confirmed that projects were still ranked in terms of Light, Regular and Complex and that future Project Gateway process organograms submitted to Sub-Committee would reflect this.

 

RESOLVED, that the Project Gateway Process be received.

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

4.

Minutes pdf icon PDF 119 KB

To agree the public minutes and summary of the meeting held on 12 December 2018.

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

Minutes:

RESOLVED, that the public minutes and non-public summary of the meeting held on 12 December 2018 be approved as a correct record.

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

5.

Actions pdf icon PDF 50 KB

Report of the Town Clerk.

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

Minutes:

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

 

1/2017/P – Great Arthur House

 

·         The City Surveyor noted that the final contractor report for the project had not been received until 11 January 2019, hence the delay in bringing the Gateway 7 report to Sub-Committee. The report would be submitted to the February 2019 meeting.

 

1/2018/P – Mansion House External Cleaning

 

·         The Town Clerk noted that the project schedule had been circulated to Members by email on 11 January 2019.

 

2/2018/P – Communication regarding New Project Procedure

 

·         The Town Clerk noted that this communication had been issued to Members by email on 15 January 2019. Members agreed that this action could be closed.

 

3/2018/P – Updated payback schedule for Cremator Replacement at City of London Cemetery

 

·         The Town Clerk noted that the updated schedule was now available for circulation. Members agreed that this action could be closed subject to the schedule being issued to Members.

 

RESOLVED, that the report be received.

 

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

6.

Gateway 5 Issue - Avondale Square Windows Overhaul pdf icon PDF 87 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 5 Issue report of the Director of Community and Children’s Services regarding Avondale Square Windows Overhaul and the following points were made.

 

·         In response to a question, the Director of Community and Children’s Services confirmed that the £9.2m figure referenced within the report was the whole-project cost.

 

·         In response to a comment, the Chamberlain noted that she was conscious of the disappointing response to the City’s invitation to tender for the project. The issue had been discussed at the Procurement Sub (Finance) Committee and a report regarding Minor and Major Works Procurement Framework(s) would be submitted to the February 2019 meeting of the Community and Children’s Services Committee.

 

·         In response to further comments, the Chamberlain agreed to submit the Minor and Major Works Procurement Framework(s) reports to Projects Sub-Committee, and to provide a quarterly report across all procurement frameworks to demonstrate value for money.

 

·         In response to a comment, the Town Clerk agreed to further review project report templates to ensure project context was provided at the head of project reports.

 

·         The Town Clerk noted that the report had been considered and approved at the January 2019 meeting of the Community and Children’s Services Committee, with the caveat that approval of the costed risk provision be delegated to the Town Clerk in consultation with the relevant Chairmen and Deputy Chairmen.

 

RESOLVED, that Members

 

·         Note the reasons for the increase in estimated project costs from £161,437.50 to £279,840.

 

·         Note the increased works cost of £110,900 from the original works estimate of £143,500 to £254,400.

 

·         Approve the increased total project cost from £161,437.50 to £279,840.

 

·         Approve the appointment of Metwin Limited to carry out the window overhaul works at Avondale Square Estate.

 

·         Grant delegated authority to the Town Clerk in consultation with the Chairmen and Deputy Chairmen

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

7.

Gateway 3/4 - Crescent House/Cullum Welch House Heating Replacement pdf icon PDF 137 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 3/4 report of the Director of Community and Children’s Services regarding Crescent House/Cullum Welch House Heating Replacement.

 

RESOLVED, that Members

 

·         Note the contents of the report and approve Option 2 (Communal Heating).

 

·         Note the total estimated cost of £3,146,321 (including expenditure to date).

 

·         Note expenditure to date of £18,207 (plus VAT).

 

·         Approve the additional budget of £132,000 to reach Gateway 5.

 

·         Note the costed risk of £215,000 – this figure not being included in the total estimated cost but being intended as contingency and only drawn down if required.

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

8.

Gateway 1/2 - City of London Freemen's School Summer Revenue Works 2019 pdf icon PDF 81 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding City of London Freemen’s School Summer Revenue Works 2019.

 

RESOLVED, that Members

 

·         Approve the project to Gateway 3/4 on the Regular route.

 

·         Approve staff costs of £5000

 

·         Grant approval for the City Surveyor’s Department’s Minor Works Team to pursue delivery options.

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

9.

Gateway 1/2 - City of London School Summer Revenue Works 2019 pdf icon PDF 82 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding City of London School Summer Revenue Works 2019.

 

RESOLVED, that Members

 

·         Approve the project to Gateway 3/4 on the Regular route.

 

·         Approve staff costs of £5000

 

·         Grant approval for the City Surveyor’s Department’s Minor Works Team to pursue delivery options.

 

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

10.

Gateway 1/2 - City of London School for Girls Summer Revenue Works 2019 pdf icon PDF 82 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding City of London School for Girls Summer Revenue Works 2019. In response to a comment, the City Surveyor agreed to clarify outside of the meeting whether works would involve the physical appearance of the School roof.

 

RESOLVED, that Members

 

·         Approve the project to Gateway 3/4 on the Regular route.

 

·         Approve staff costs of £5000

 

·         Grant approval for the City Surveyor’s Department’s Minor Works Team to pursue delivery options.

 

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

11.

Questions on matters relating to the work of the 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 were no items of urgent 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 12 December 2018.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 12 December 2018 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 outstanding actions arising from previous meetings.

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

16.

Gateway 3/4 Issue - City's Estate 98-124 Brewery Road, N7

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4 Issue report of the City Surveyor regarding City’s Estate, 98-124 Brewery Road, N7.

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

17.

Gateway 2 - York Way Estate

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

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

Minutes:

Members considered a Gateway 2 report of the Director of Community and Children’s Services regarding York Way Estate.

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

18.

Gateway 2 Issue - Windsor House

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

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

Minutes:

Members considered a Gateway 2 Issue report of the Director of Community and Children’s Services regarding Windsor House.

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

19.

Gateway 3/4 - Housing Management System Upgrade

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

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

Minutes:

Members considered a Gateway 3/4 report of the Director of Community and Children’s Services regarding the Housing Management System Upgrade.

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

20.

Gateway 1/2/3/4 - Renewal of Roof Coverings at Dron House, Tower Hamlets

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

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the Director of Community and Children’s Services Committee regarding the renewal of roof coverings at Dron House, Tower Hamlets.

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

21.

Fire Compartmentation Review - 21 New Street

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding a Fire Compartmentation Review at 21 New Street.

 

RESOLVED, that the report be received.

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

22.

Report on Action Taken

Report of the Town Clerk.

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

Minutes:

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

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

23.

Questions on matters relating to the work of the Committee

Minutes:

There was one question.

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

24.

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 24.

 


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