Agenda and minutes

Contact: Joseph Anstee
tel.no.: 020 7332 1480  Email: joseph.anstee@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Deputy Catherine McGuinness.

 ...  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 140 KB

To note the Gateway Approval process.

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

Additional documents:

Minutes:

RESOLVED – That the Gateway Approval Process be received.

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

4.

Minutes pdf icon PDF 222 KB

To agree the public minutes and non-public summary of the meeting held on 17 May 2021.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the meeting held on 17 May 2021 are approved as an accurate record.

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

5.

Public Actions pdf icon PDF 50 KB

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk regarding public actions.

 

RESOLVED - That the public actions list be received.

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

6.

Gateway 4c Issue - Bank Junction Improvements Project: All Change at Bank pdf icon PDF 250 KB

Report of the Director of the Built Environment

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 4c Issue report of the Director of the Built Environment regarding the Bank Junction Improvements project. The Chairman introduced the item before the Director of the Built Environment introduced the report, outlining the issues and their impact on the programme. The Director of the Built Environment then drew Members’ attention to the recommendations of the report.

 

The Chairman stressed the importance that the project be completed correctly and commented that circumstances had changed significantly since the start of the project. The Chairman added that the consultation was crucial to the project and it was important that the results were comprehensive and informative. A Member commented that it was positive that so many results had been received, and that proper consideration of the results was vital for progressing the project.

 

RESOLVED – That the Projects Sub Committee:

 

  1. That an additional budget of £151,323 is approved to reach the next Gateway as explained in section 3; and that this be funded from the already approved Central funding (total approved budget of £2,074,733);

 

  1. That a revised Costed Risk Provision of £93,000, (previously £95,000) is approved (to be drawn down via delegation to Chief Officer);

 

  1. Agree the approach set out in section 4 to delay the consultation findings report until September 2021 to provide additional time to analyse and consider the responses fully; and

 

  1. Note the delay to the programme, which will mean that if approved, construction work for this project would not start until at least January 2022.
 ...  view the full minutes text for item 6.

7.

Gateway 2 Issue - Guildhall Chilling Plant Replacement & Steam Humidification Plant Replacement pdf icon PDF 201 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 2 Issue report of the City Surveyor regarding the Guildhall Chiller Plant Replacement & Steam Humidification Plant Replacement project. The City Surveyor introduced the item and drew Members’ attention to the key points, including the request for the repurposing of funds following successful bids for Climate Action Strategy work.

 

RESOLVED – That the Projects Sub Committee:

 

1)    As the essential areas of the Guildhall complex are being addressed through the government grant funded PSDS project, agree that the Humidification Plant replacement project is closed;

 

2)    Agree the reallocation of the Energy Reduction Programme – Phase 1 funds (£233,000) to fund the chiller plant replacement project, as these works are now being undertaken through the PSDS Project; and

 

3)    As the essential areas will be addressed via the PSDS Project, as recommended by the Chamberlain, agree the reallocation of the Humidification plant replacement funds (£1.2m) to support the chiller plant replacement project.

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

8.

Gateway 4 - Tower Bridge HV System Replacement and Increasing Resilience pdf icon PDF 73 KB

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a Gateway 4 report of the City Surveyor seeking delegated authority for the Gateway 5 approval on the Tower Bridge HV System Replacement project. The Chairman introduced the item before the City Surveyor outlined the reasons for the request.

 

RESOLVED – That the Projects Sub Committee agree that authority for the GW5 sign off (due end of June 2021) be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman of Projects Sub, noting that the GW5 will be submitted under urgency to the BHE Board as there is no decision-making committee scheduled for June to seek delegated authority.

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

9.

Gateway 6 - Cremator Replacement Project pdf icon PDF 119 KB

Report of the Director of Open Spaces

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 6 report of the Director of Open Spaces regarding the City of London Crematorium cremator replacement project. The Director of Open Spaces introduced the report and drew Members’ attention to the key points. The Sub Committee welcomed the effective use of Costed Risk Provision and encouraged officers to explore ways to capture lessons learned for transmission to a wider group, both internally and externally. The Director of Open Spaces confirmed that lessons learned on the project had been shared with others. The Town Clerk added that a central repository for logging lessons learned was under consideration.

 

RESOLVED – That the Projects Sub Committee approve and sign-off the successful completion of the Cremator Replacement project at the city of London Cemetery and note the lessons learned.

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

10.

Member Governance of the ERP Project Delivery pdf icon PDF 288 KB

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain regarding Member governance of the ERP project delivery. The Chairman introduced the item, advising that the proposals had been approved by the Finance Committee and the Police Authority Board. The Chamberlain the introduced the report and drew Members’ attention to the key points.

 

RESOLVED – That the Projects Sub Committee approve the governance approach of the ERP Solution.

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

11.

Report of Action Taken pdf icon PDF 143 KB

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk advising Members of action taken by the Town Clerk since the last meeting of the Sub-Committee, in consultation with the Chairman and Deputy Chairman, in accordance with Standing Order Nos. 41(a) and (b).

 

RESOLVED – That the report be noted.

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

12.

Questions on matters relating to the work of the Sub-Committee

Minutes:

 In response to a question from a Member regarding the Project Management Academy and the number of project managers at the City of London Corporation, the Town Clerk advised that he would consult with HR for information on staffing numbers. The Town Clerk further advised that a skills analysis would be undertaken to identify additional officers that might benefit from undertaking Project Management Academy training. The Chairman added that expanding the offer and reach of the Project Management Academy was a priority.

 

A Member then advised that the COLPAS Galleywall Primary Academy, a project which had recently been closed, had reported a leaking roof, and asked what action could be taken, given the project had been closed. The City Surveyor responded that this was likely to be the contractor’s responsibility, and that action would depend on the severity of the leak. The City Surveyor undertook to investigate the matter and advise Members accordingly.

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

13.

Any other business that the Chairman considers urgent

Minutes:

There was no other business.

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

14.

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 14.

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

 15 - 31                                                          3

                         32 - 33                                                           -

                         34                                                                  3         

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

15.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 17 May 2021.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 17 May 2021 be agreed as a correct record.

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

16.

Non-Public Actions

Report of the Town Clerk

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

Minutes:

The Sub Committee received a list of non-public outstanding actions.

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

17.

Property Projects Group - COVID-19 Update

The Property Projects Group Director to be heard.

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

Minutes:

The City Surveyor provided an COVID-19 update regarding the Property Projects Group (PPG).

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

18.

Gateway 2 - Bishopsgate Armoury Project

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a Gateway 2 report of the Commissioner of the City of London Police.

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

19.

Gateway 2 - Barbican Airwave Coverage

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a Gateway 2 report of the Commissioner of the City of London Police.

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

20.

Gateway 3/4 - Guildhall - Great Hall Internal Health and Safety and Restoration Works

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a Gateway 3/4 report of the City Surveyor.

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

21.

Gateway 2 - Digital Asset Management System Project (City of London Police)

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a Gateway 2 report of the Commissioner of the City of London Police.

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

22.

Gateway 2 - Digital Social Media Project (City of London Police)

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a Gateway 2 report of the Commissioner of the City of London Police.

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

23.

Gateway 2 - Azure Point to Site VPN

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a Gateway 2 report of the Chamberlain.

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

24.

Gateway 1-5 - Covert Video Transmission System

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a Gateway 1-5 report of the Commissioner of the City of London Police.

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

25.

Gateway 3/4 - Body Worn Video Refresh

Report of the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a Gateway 3/4 report of the Commissioner of the City of London Police.

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

26.

Gateway 1-4 - Bridge House Estates (Charity No. 1035628) 23 Finsbury Circus, London EC3 - Major Refurbishment

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a Gateway 1-4 report of the City Surveyor.

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

27.

Gateway 5 OPN Replacement

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a Gateway 5 report of the City Surveyor.

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

28.

Portfolio Overview

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk.

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

28a

Red Report: Ring of Steel Compliance (iMS-DRS) Video Management System

Report of the Commissioner of the City of London Police

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

Minutes:

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

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

28b

Red Report: New Bond Street

Report of the City Surveyor

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

Minutes:

The Sub Committee received a report of the City Surveyor.

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

29.

Non-Public Report of Action Taken

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk.

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

30.

Questions on matters relating to the work of the Sub-Committee

Minutes:

There were no questions.

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

31.

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

Minutes:

There was no other business.

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

32.

Target Operating Model Proposal - City Surveyor's Department

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.