Agenda and draft minutes

Venue: Committee Rooms, West Wing, Guildhall

Contact: Joseph Anstee  Email: joseph.anstee@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Deputy Keith Bottomley and Paul Martinelli.

 ...  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 119 KB

To agree the public minutes and non-public summary of the meeting held on 21 June 2022.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the meeting held on 21 June 2022 be agreed as a correct record.

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

4.

Presentation - Project Governance

The Chief Operating Officer to be heard.

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

Minutes:

The Chair advised that the presentation would be deferred in order that two proposals regarding projects could be considered by the Sub Committee.

 

The Chair advised that arising from concerns regarding the Gateway process and Project Procedure, he felt it was an appropriate time to undertake a review in order to assess processes both outside of and towards committee meetings. The Chair advised that he would seek delegated authority to the Town Clerk, in consultation with the Chair and Deputy Chair, to commission the review, which would be undertaken via a proper process, seeking the approval of the Policy & Resources Committee and engaging external assistance as appropriate.

 

A Member commented that they agreed with the Chair’s analysis and that a review was desirable and necessary, the process having grown in an uncontrolled way. The Member added that capital outlay and investment should be for the benefit of the community, and that the process should encourage applications for smaller asks, but in as efficient a way as possible. The Member then gave his support to the wider projects procedure review. Another Member added that it seemed an appropriate moment to undertake this work and commended the leadership in tackling the matter.

 

The Chair advised that even with the full effect of increased delegation to officers as part of the interim project governance arrangements, thirteen decision items would still have been on the agenda for the meeting, and therefore delegation to officers could go further. The Chair added that the review must involve officers, and that there were positive elements of the existing arrangements that could be taken forward. Arising from the discussion, the Sub Committee endorsed the wider projects review and agreed to delegate authority for this to be actioned.

 

Secondly, the Chair proposed that arising from decisions taken at the

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

5.

Gateway 1-5 - Cemetary Excavator Report pdf icon PDF 160 KB

Report of the Executive Director of Environment

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

Additional documents:

Minutes:

RESOLVED – That authority be delegated to the Town Clerk, in consultation with the Chair and Deputy Chair, to agree the report pending approval to proceed with the project arising from the agreed capital programme review.

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

6.

Gateway 3 Issue - Mansion House Station Environs - Little Trinity Lane public realm enhancements pdf icon PDF 1 MB

Report of the Executive Director of Environment

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

Minutes:

RESOLVED – That authority be delegated to the Town Clerk, in consultation with the Chair and Deputy Chair, to agree the report pending approval to proceed with the project arising from the agreed capital programme review.

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

7.

Gateway 3-4 - London Wall Car Park Joints and Waterproofing pdf icon PDF 193 KB

Report of the Executive Director of Environment

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

Additional documents:

Minutes:

RESOLVED – That authority be delegated to the Town Clerk, in consultation with the Chair and Deputy Chair, to agree the report pending approval to proceed with the project arising from the agreed capital programme review.

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

8.

Gateway 4 Issue - City Cluster - Wellbeing and Climate Resilience programme: Green Streets project pdf icon PDF 220 KB

Report of the Executive Director of Environment

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

Additional documents:

Minutes:

RESOLVED – That authority be delegated to the Town Clerk, in consultation with the Chair and Deputy Chair, to agree the report pending approval to proceed with the project arising from the agreed capital programme review.

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

9.

Gateway 4c-5 - Moor Lane Environmental Enhancements pdf icon PDF 179 KB

Report of the Executive Director of Environment

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

Additional documents:

Minutes:

RESOLVED – That authority be delegated to the Town Clerk, in consultation with the Chair and Deputy Chair, to agree the report pending approval to proceed with the project arising from the agreed capital programme review.

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

10.

Gateway 6 - 150 Bishopsgate pdf icon PDF 1 MB

Report of the Executive Director of Environment

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

Minutes:

The Sub Committee considered a Gateway 6 report of the Executive Director of Environment regarding the 150 Bishopsgate project. The Chief Operating Officer confirmed that no additional funding would be required to close the project.

 

RESOLVED – That the Operational Property and Projects Sub Committee:

 

i)              Approve the content of this report and agree to close this project once the outstanding actions referred to in section 12 are complete;

 

ii)             Approve the budget adjustment related to staff costs to be actioned as outlined in Appendix 4;

 

iii)           Authorise the transfer of any underspend to the Jubilee Gardens project budget, part of the City Cluster Vision Wellbeing and Climate Change Resilience programme, subject to the developer’s agreement (and any necessary agreements), or if the developer does not agree the transfer of underspend, authorise return of unused funds to the developer, including any accrued interest as per the S278 agreement.

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

11.

Gateway 6 - Bernard Morgan House Public Realm pdf icon PDF 2 MB

Report of the Executive Director of Environment

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

Minutes:

The Sub Committee considered a Gateway 6 report of the Executive Director of Environment regarding the project to deliver public realm enhancements in the area surrounding the new development at Bernard Morgan House. The Chief Operating Officer confirmed that no additional funding would be required to close the project. The Sub Committee noted that Members had received representations from a member of the public regarding the project. The Executive Director of Environment confirmed that a direct response to the correspondent had been provided regarding their concerns.

 

A Member advised that they had recently visited the site, and that the work deserved commendation. However, there were issues with the surrounding area such as paving requiring improvement, and the Member asked that this be looked at. Another Member commented that a complaint had been received in respect of a related matter and that any response should be co-ordinated between the Sub Committee and the Planning & Transportation Committee.

 

RESOLVED – That the Operational Property and Projects Sub Committee:

 

i)              Approve the content of this report and agree to close this project;

 

ii)             Approve the budget adjustment related to staff costs to be actioned as outlined in Appendix 4;

 

iii)           Authorise to use a portion of unspent funds (£15,000) for improvements to the north footway in Fann Street between Viscount Street and Golden Lane; and

 

iv)           Authorise the return of any underspend to the owner or their successor in title following finalisation of the account.

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

12.

Gateway 6 - Kenley Revival Project. A National Lottery Heritage Fund (formerly HLF) funded project pdf icon PDF 167 KB

Report of the Director of Natural Environment

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 6 report of the Executive Director of Environment regarding the Kenley Revival Project. The Chief Operating Officer confirmed that no additional funding would be required to close the project. In response to a question from the Chair, the Director of Open Spaces outlined the lessons learned from the project and clarified the central funding commitment during the project.

 

RESOLVED – That the Operational Property and Projects Sub Committee:

 

1)    Agree that the positive balance in the project’s capital budget of £30,666.41 be transferred to the West Wickham and Coulsdon Commons local risk budget as a reserve to contribute towards ongoing maintenance costs; and

 

2)    Approve closure of the project.

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

13.

'Interim' Police Capital Loan-Funding Requirement, 22/23* pdf icon PDF 141 KB

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee received a report of the Commissioner of Police regarding the 2022/23 interim police capital loan-funding requirement.

 

RESOLVED – That the report be noted.

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

14.

Gateway 3 Progress - West Smithfield Area Public Realm and Transportation project* pdf icon PDF 313 KB

Report of the Executive Director of Environment

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

Additional documents:

Minutes:

The Sub Committee received a report of the Executive Director of Environment regarding the West Smithfield Area Public Realm and Transportation project. In response to a question from a Member, the Executive Director of Environment advised that further formal consultation on the project was planned and officers would ensure this was properly advertised.

 

RESOLVED – That the report be noted.

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

15.

City Surveyor's Departmental Risk Register - June 2022 Update* pdf icon PDF 158 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee received a report of the City Surveyor providing a quarterly update on the management of risks within the City Surveyor’s Department.

 

RESOLVED – That the report be noted.

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

16.

City Surveyor's Business Plan 2021-26 Quarter 4 2021/22 Update* pdf icon PDF 171 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee received a report of the City Surveyor providing details of progress in quarter 4 (January to March) 2021/22 against the 2021-26 Business Plan.

 

RESOLVED – That the report be noted.

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

17.

2021/22 Energy & Decarbonisation Performance Q4 Update for the Operational Portfolio* pdf icon PDF 293 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee received a report of the City Surveyor presenting the 2021/22 Quarter 4 energy performance for CoL operational sites.

 

RESOLVED – That the report be noted.

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

18.

CAS NZ1, NZ3 and RS3 Workstream update for the Operational Portfolio* pdf icon PDF 168 KB

Report of the City Surveyor

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

Minutes:

The Sub Committee received a report of the City Surveyor presenting an update on the key actions of the operational buildings workstreams as part of the Climate Action Strategy (CAS).

 

RESOLVED – That the report be noted.

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

19.

MEES compliance strategy for Operational buildings* pdf icon PDF 191 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee received a report of the City Surveyor regarding the Operational Property portfolio’s compliance with Minimum Energy Efficiency Standard (MEES) regulations.

 

RESOLVED – That the report and the number of properties without a valid EPC be noted.

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

20.

Questions On Matters Relating to the Work of the Sub Committee

Minutes:

There were no questions.

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

21.

Any Other Business the Chair Considers Urgent

Minutes:

In addition to the reviews around the projects aspect of the Sub Committee’s remit, the Chair advised that he had asked for a list of all operational properties and some information in respect of them such as vacancy and occupancy rates, and maintenance records, which would be circulated to Members of the Sub Committee after the meeting. The Chair added that the Sub Committee had responsibility for efficient management of the portfolio, and that they would need to consider all options to achieve this, including disposal. The Chair suggested that following the summer recess, the Sub Committee review the portfolio in conjunction with service committees to assess the use of these assets and their cost.

 

A Member commented that there had not been enough action in respect of maintenance, with numerous examples of overdue work going back over 20 years, which now had significant costs attached to them. The Member added that there was too much desire to hold on to ineffectual property, and a closer look and consideration of all options was required. Another Member commented that whilst they disagreed with the principle of disposal, it was right for the Sub Committee to review the operational property portfolio, and suggested that authority be sought from the Policy & Resources Committee or Court of Common Council for the Sub Committee to take required action.

 

The Chair advised that he would undertake sufficient fact-finding with a view to collecting enough detail and a breakdown of financial information such as cost and bow wave, and would seek any clarification required on governance mechanisms by which to resolve disputes.

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

22.

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 22.

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.

 

Item No.                                 Paragraph No.

24-30, 32-34                                       3

31, 35                                                 3,7

36-41                                                   3

42                                                        4

43-44                                                   -

45                                                        1,2,4

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

23.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 21 June 2022.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 21 June 2022 be agreed as a correct record.

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

24.

Integrated Facilities Management Framework Award Report

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

25.

City Assessment Centre

Report of the Chief Operating Officer

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

Minutes:

The Sub Committee considered a report of the Chief Operating Officer.

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

26.

Gateway 1-5 - City of London Police Vehicle Fleet Improvement Programme 2022/23

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a report of the Commissioner of Police.

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

27.

Gateway 1-5 - City of London Police - Horsebox Replacement Project 2022/23

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a report of the Commissioner of Police.

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

28.

Gateway 2 - Walbrook Wharf Feasibility 2027 and beyond

Report of the City Surveyor and the Executive Director of Environment

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

Minutes:

The Sub Committee considered a report of the City Surveyor and the Executive Director of Environment.

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

29.

Gateway 2 - Central Criminal Court - Cell Area Ducting and Extract System Balancing

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

30.

Gateway 3 - Barbican Fire Safety and Barbican/GSMD Confined Spaces

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

31.

Gateway 3/4 - In-Car Audio-Visual

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a report of the Commissioner of Police.

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

32.

Gateway 3/4 - Refurbishment/Extension of: The Courtyard - 1 Alfred Place, W1

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

33.

Gateway 4c - Barbican Podium Waterproofing, Drainage and Landscaping Works (Ben Jonson, Breton & Cromwell Highwalk) Phase 2 – 1st Priority Zone

Report of the Director of Community & Children’s Services

 ...  view the full agenda text for item 33.

Minutes:

The Sub Committee received a report of the Executive Director, Community and Children’s Services.

 ...  view the full minutes text for item 33.

34.

Gateway 4c - Guildhall Cooling Plant Replacement

Report of the City Surveyor

 ...  view the full agenda text for item 34.

Minutes:

The Sub Committee considered a report of the City Surveyor.

 ...  view the full minutes text for item 34.

35.

Gateway 5 - Bishopsgate Armoury Project

Report of the Commissioner of the City of London Police

 ...  view the full agenda text for item 35.

Minutes:

The Sub Committee considered a report of the Commissioner of the City of London Police.

 ...  view the full minutes text for item 35.

36.

Gateway 5 - Windsor House Window Replacement and Common Parts Redecorations

Report of the Director of Community & Children’s Services

 ...  view the full agenda text for item 36.

Minutes:

The Sub Committee considered a report of the Executive Director, Community and Children’s Services.

 ...  view the full minutes text for item 36.

37.

Gateway 5 - York Way Estate Provision of Social Housing

Report of the Director of Community and Children’s Services

 

 ...  view the full agenda text for item 37.

Minutes:

The Sub Committee considered a report of the Executive Director, Community and Children’s Services.

 ...  view the full minutes text for item 37.

38.

Gateway 5 Issue - Installation of Sprinklers in Social Housing Blocks

Report of the Director of Community and Children’s Services

 ...  view the full agenda text for item 38.

Minutes:

The Sub Committee considered a report of the Executive Director, Community and Children’s Services.

 ...  view the full minutes text for item 38.

39.

Delegated Authority Request - City Fund - Refurbishment/Extension of 6 Broad Street Place and 15-17 Eldon Street

Report of the City Surveyor

 ...  view the full agenda text for item 39.

Minutes:

The Sub Committee considered a report of the City Surveyor.

 ...  view the full minutes text for item 39.

40.

Delegated Authority Request - Assessment Centre for Rough Sleepers

Report of the Director of Community & Children’s Services and the City Surveyor

 ...  view the full agenda text for item 40.

Minutes:

The Sub Committee considered a report of the Executive Director, Community and Children’s Services, and the City Surveyor.

 ...  view the full minutes text for item 40.

41.

City's Estate & City Fund 21/22 Cyclical Works Revenue Outturn Report*

Report of the City Surveyor

 ...  view the full agenda text for item 41.

Minutes:

The Sub Committee received a report of the City Surveyor.

 ...  view the full minutes text for item 41.

42.

Gateway 5 Progress - Barking Reach Power Station - Site Remediation Project*

Report of the City Surveyor

 ...  view the full agenda text for item 42.

Minutes:

The Sub Committee received a report of the City Surveyor.

 ...  view the full minutes text for item 42.

43.

Questions On Matters Relating to the Work of the Sub Committee

Minutes:

There were no questions.

 ...  view the full minutes text for item 43.

44.

Any Other Business that the Chair Considers Urgent and Which the Sub Committee Agrees Should be Considered Whilst the Public Are Excluded

Minutes:

There was no other business.

 

The Chair thanked officers for their attendance and asked those not presenting a confidential item to withdraw before the Sub Committee moved into confidential session.

 ...  view the full minutes text for item 44.

45.

City Surveyor's Department - TOM

Report of the City Surveyor

 ...  view the full agenda text for item 45.

Minutes:

The Sub Committee considered a report of the City Surveyor.

 ...  view the full minutes text for item 45.