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 for Absence

Minutes:

Apologies for absence were received from Deputy Tom Sleigh, Christopher Hayward and Tony Joyce.

 ...  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.

Minutes pdf icon PDF 113 KB

To approve the public minutes of the Property Investment Board meeting held on 18th July 2018.

 

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

Minutes:

RESOLVED – That the public minutes of the meeting held on 18th July 2018 be approved.

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

4.

CSD Risk Report - 1st Quarter Progress pdf icon PDF 63 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members received a Report of the City Surveyor concerning the Surveyor’s department’s risk register.

 

Questions were raised as to why the City Bridge risks were being presented to PIB. Officers responded that the only way to get around this would be to either make clear the role of PIB with respect to these risks in the body of the report, or to have separate reports for PIB and CASC – Members were keen to avoid duplication so suggested that the current reporting format should remain.

 

A Member noted that she would like to have an off-line conversation with the City Surveyor and Paul Monaghan in connection with the overweight vehicles on Tower Bridge (which is on the City Bridge divisional risk register but not on the departmental level. It is referenced in 7E in the body of the report). Officers responded that work was being undertaken to establish a Service Agreement to better aid communication between key departments (including CSD and DBE) – this will include maintenance, inspections and areas of concern.

 

Member asked a question in relation to risk 009 (uncompetitive tenders), as to whether the cost of the tender process discouraged bids. The City Surveyor noted that we operated a two-stage process to minimise this issue and, furthermore, the Department was working with the Procurement team to develop appropriate buying frameworks.

 

Members were concerned that the risk level on pay (risk 005) appears to be too low given the recent challenges around recruitment. Officers confirmed that work was underway to alleviate this, and reminded Members that a confidential report, concerning pay, had gone to Property Investment Board in July and will go to Establishment Committee in September.

 

RESOLVED – that the Board noted the Report.

 

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

5.

Request for funds to appoint external consultant for an environmental strategy pdf icon PDF 37 KB

Report of the City Surveyor.

 

To Follow

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

Minutes:

The Sub-Committee considered a Report of the City Surveyor concerning a request for funds to appoint an external consultant for an environmental strategy.

 

Officers confirmed that funds are to be sourced from the transformational fund – as determined by the Chamberlain.  Alternatively, one Member suggested funds could be sourced from the P.R.I.

 

RESOLVED – that the Board approved the following:

 

·         Agree to the commissioning of a specialist sustainability consultant to identify

a strategy for measuring and optimising environmental performance in a

commercial property context at an estimated cost of £55,000.

 

·         Note, as the City Surveyor has no funds available to cover the cost of the

work, should Members wish to proceed the City Surveyor will need to make a

bid for funding from the Transformation Fund to cover the cost of the work.

 

 

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

6.

Review of Housing Governance pdf icon PDF 71 KB

Report of the Town Clerk.

 

To Follow.

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

Additional documents:

Minutes:

The Board considered a Report of the Town Clerk concerning housing governance.

 

Members were of view that PIB assuming responsibility for housing governance would be suboptimal and liable to considerably shift the focus of PIB. However, Members did request the City Surveyor’s department continue to advise BRC going forward.

 

A Member suggested that, ultimately, officers need to work this through and recommend a corporate stance. He encouraged the Corporation to appoint independent Members with professional housing expertise on to the Committee as part of the solution.

 

RESOLVED – that the Board rejected the option to assume responsibility for housing governance.

 

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

7.

Questions on matters relating to the work of the Board

Minutes:

There were no questions.

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

8.

Any other business that the Chairman considers urgent

Minutes:

There was no other business.

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

9.

Exclusion of the Public

MOTION – That under Section 100A(4) 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 1 of Schedule 12A of the Local Government Act.

 

 

 

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

Minutes:

RESOLVED – That under Section 100A(4) 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 1 of Schedule 12A of the Local Government Act.

 

 

 

 

 

 

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

10.

Non Public Minutes

To approve the non-public minutes of the Property Investment Board meeting held on 18th July.

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

Minutes:

RESOLVED – that the non-public minutes of the meeting held on 18th July 2018 be approved.

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

11.

Rent Reviews/Lease Renewals report on June Quarter Day

Report of the City Surveyor.

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

Minutes:

The Board received a Report of the City Surveyor concerning rent reviews/lease renewals.

 

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

12.

City's Rental Estimates Monitoring Report

Report of the City Surveyor.

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

Minutes:

The Board received a Report of the City Surveyor concerning rental estimates.

 

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

13.

Business Plan - Quarter 1 - Progress report

Report of the City Surveyor.

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

Minutes:

The Board received a Report of the City Surveyor concerning the departmental Business Plan.

 

 

 

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

14.

Report of action taken under delegated authority

Report of the Town Clerk.

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

Minutes:

The Board received a Report of the Town Clerk concerning the approvals by the Town Clerk in consultation with the Chairman and Deputy Chairman of the Board since the last meeting of the Board.

 

 

 

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

15.

City's Estate : Gateway 3/4 report - 29A Brook Street

Report of the City Surveyor.

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

Minutes:

The Board received a Report of the City Surveyor concerning 29A Brook Street.

 

 

 

 

 

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

16.

City's Estate : Gateway 3/4 - 6-8 Eastcheap - Landlord works

Report of the City Surveyor.

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

Minutes:

The Board received a Report of the City Surveyor concerning 6-8 Eastcheap.

 

 

 

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

17.

City Fund : 21-26 Garlick Hill - Overriding Lease

Report of the City Surveyor.

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

Minutes:

The Board considered a Report of the City Surveyor concerning 21 – 26 Garlick Hill.

 

 

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

18.

City Fund : Leadenhall Market - roof works, Gateway 1 - 4

Report of the City Surveyor.

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

Minutes:

The Board considered a Report of the City Surveyor concerning roof works at Leadenhall Market.

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

19.

City Fund : 280 Bishopsgate - rent review

Report of the City Surveyor.

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

Minutes:

The Board considered a Report of the City Surveyor concerning 280 Bishopsgate.

 

 

 

 

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

20.

City Fund : 1 Leadenhall Street – grant of new ground lease

Report of the City Surveyor.

 

To Follow

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

Minutes:

The Board considered a Report of the City Surveyor concerning 1 Leadenhall Street.

 

 

 

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

21.

Strategic Estate (City Fund) 1st Floor, 4 Tabernacle Street - Letting

Report of the City Surveyor.

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

Minutes:

The Board considered a Report of the City Surveyor concerning 1st Floor, 4 Tabernacle Street.

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

22.

Strategic Property Estate (City Fund) : 4th floor, Grant of New Lease at 4/14 Tabernacle Street

Report of the City Surveyor.

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

Minutes:

The Board received a Report of the City Surveyor concerning the 4/14 Tabernacle Street.

 

 

 

 

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

23.

Bridge House Estates : Crossrail Subsoil Acquisitions

Report of the City Surveyor.

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

Minutes:

The Board considered a Report of the City Surveyor concerning Crossrail Subsoil acquisitions.

 

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

24.

Bridge House Estates : Colechurch House : Update on Sale Agreement

Report of the City Surveyor.

 

To Follow

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

Minutes:

The Board received a Report of the City Surveyor concerning Colechurch House.

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

25.

Non-Public questions on matters relating to the work of the Board

Minutes:

There were no questions.

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

26.

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

Minutes:

There were four items of urgent non-public business.

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