Agenda and minutes

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

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 John Petrie and Deputy Philip Woodhouse.

 ...  view the full minutes text for item 1.

2.

Members' Declarations under the Code of Conduct in respect of items on the agenda

Minutes:

Susan Pearson declared a pecuniary interest in Item 7 – Windows Programme and Common Parts Redecoration - Golden Lane Estate by virtue of being a resident on Golden Lane Estate, with a dispensation to speak, but not vote, on matters relating to housing.

 ...  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 197 KB

To agree the public minutes and non-public summary of the meeting held on 23 July 2021.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the meeting held on 23 July 2021 are approved as an accurate record.

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

5.

Public Actions pdf icon PDF 49 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, noting that a report on the Bank Junction Improvements project was on the agenda.

 

RESOLVED - That the public actions list be received.

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

6.

Gateway 4c Issue - Bank Junction Improvements: All Change at Bank pdf icon PDF 711 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. The Director of the Built Environment introduced the report and drew Members’ attention to the key points, also outlining an amendment to the recommendations as agreed by the Streets & Walkways Sub Committee. The Director of the Built Environment advised that two reporting methods had been used in order to mitigate a disproportionate response rate between users of different modes of transport. The Sub Committee noted that no changes to the scheme were recommended at this point, however changes could still be delivered at a later stage if agreed.

 

The Sub Committee then proceeded to discuss the proposals, with regard to the Sub Committees remit in respect of project management considerations and raised points regarding business response, the alternative analysis of consultation findings, and the prospect of further consultation. The Director of the Built Environment advised that officers always considered modal responses, but had felt it was necessary to highlight them in this case due to the lack of proportionality in the responses received.

 

The Director of the Built Environment further advised that officers had worked around the area and had meetings with businesses outside of the formal consultation, but there was scope for further engagement work. The Sub Committee was also advised of work undertaken in respect of disability access and equalities impact assessment, with the aim of providing the best balance possible for all user groups. The Chairman advised that the Sub Committee would like these matters to be finalised ahead of the Gateway 5 approval, expected in November 2021.

 

RESOLVED, that the Projects Sub Committee:

 

1.    Note the contents of the report and the key themes of the consultation response, Officers’ response to the key findings and the design changes proposed

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

7.

Gateway 3 Issue - Windows Programme and Common Parts Redecoration - Golden Lane Estate pdf icon PDF 157 KB

Report of the Director of Community and Children’s Service

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 3 Issue report of the Director of Community and Children’s Services regarding the Windows Programme and Common Parts redecoration project on the Golden Lane Estate. The Director of Community and Children’s Services introduced the report and advised of a correction to the report, that detailed acoustic surveys would cost £21,500 rather than £21,000 as stated. The Deputy Chairman confirmed that no Costed Risk Provision was listed as not applicable as the project had started before the Costed Risk Provision system had been set up, and advised that this should be explained in reports rather than listing as not applicable.

 

In response to a question from a Member, the Director of Community and Children’s Services advised that around half of the estates was social housing, and that the leaseholder share of the project cost would be considered following the options appraisal. The Chairman commented that consultation with residents would be key and had to be done appropriately.

 

RESOLVED, that the Sub-Committee approve:

 

1.    Approve the budget for the design team fees, including funding for; a Quantity Surveyor, Communications Consultant, planning fees and enhanced advisory fees, enabling works, access to ARUP drawings and additional detailed acoustic surveys;

 

2.    Approve further staff costs.

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

8.

Gateway 3/4 Issue - Fire Compartmentation - Great Arthur House pdf icon PDF 103 KB

Report of the Director of Community & Children's Services

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 3/4 Issue report of the Director of Community and Children’s Services regarding the fire compartmentation project at Great Arthur House. The Director of Community and Children’s Services introduced the report and drew Members’ attention to the key points.

 

RESOLVED, that:

 

1.    That £101,665 is approved to cover the remainder of Studio Partington’s design fees;

 

2.    That an additional budget of £10,000 is approved to cover the Communications Consultant’s fees;

 

3.    Additional Costs are added for staff time (£20,000); and

 

4.    Note the revised project budget of £2,050,665 (excluding risk);

 

Item

Cost (£)

Works

£1,856,000

Consultancy (Design Team)

£147,665

Consultancy (Communications)

£10,000

Staff Costs

£37,000

Total (excl. spend to date)

£2,050,665

 

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

9.

Gateway 2 - Billingsgate Action Plan - CCTV pdf icon PDF 123 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 2 report of the City Surveyor regarding a Billingsgate Action Plan project in respect of CCTV. The City Surveyor introduced the report and drew Members’ attention to the key points before the Chamberlain clarified a point relating to the project funding. The Sub Committee noted that the project had been considered in conjunction with the prospective relocation of the markets.

 

RESOLVED, that the Sub-Committee approve:

 

1.    A budget of £11,000 for staff and consultancy fees to reach the next Gateway; and

 

2.    The anticipated total estimated project cost of £245,000 (£340,000 including risk).

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

10.

Gateway 3 - Provision of Additional Fish Handling Facilities - Billingsgate Market pdf icon PDF 113 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 3 report of the City Surveyor regarding the provision of additional fish handling facilities at Billingsgate Market. The City Surveyor introduced the report and explained why the proposals were for the continuation of an old project rather than beginning a new project.

 

Following a question from the Deputy Chairman, it was unclear whether the project had enough funding in place to meet the full cost of the project, plus relevant liabilities. The Chairman proposed that authority be delegated to the Town Clerk, in conjunction with the Chairman and Deputy Chairman, to agree the Gateway 3 report following clarification from the Chamberlain regarding the project’s funding strategy, and this was agreed.

 

RESOLVED - That authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to agree the Gateway 3 report following clarification from the Chamberlain regarding the project’s funding strategy.

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

11.

Gateway 2 - RWE: Millennium Bridge House Area Improvements pdf icon PDF 139 KB

Report of the Director of the Built Environment

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 2 report of the Director of the Built Environment regarding improvements to the Millennium Bridge House area. The Sub Committee noted that the project was funded by Section 278 funding.

 

RESOLVED, that the Sub-Committee approve:

 

1.    The budget of £50,000, that forms the legally agreed Section 106, Design and Evaluation Fee Payment is approved for the project to reach the next Gateway;

 

2.    Also to note the total estimated cost of the project at £150K- 300K (excluding risk);

 

3.    Note that at the next reporting stage, any proposed Cost Risk Provision be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman of Streets & Walkways Sub-Committee and Projects Sub-Committee; and

 

4.    Authorise officers to negotiate and enter into a Section 278 agreement, in accordance with the requirements of the Section 106 agreement.

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

12.

Gateway 6 - Frobisher Crescent Balcony Drainage Scheme pdf icon PDF 81 KB

Report of the Director of Community and Children’s Services

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

Minutes:

The Sub Committee considered a Gateway 6 report of the Director of Community and Children’s Services regarding the Frobisher Crescent Balcony Drainage scheme. The Sub Committee noted that the report had been considered by the Service Committee in March 2020 but had not been submitted to the Sub Committee at the time due to administrative error, and therefore the project had not been closed. The Director of Community and Children’s Services introduced the report, and clarified that the project underspend was £51,000, rather than £39,000 as stated.

 

In response to a question from the Chairman, the Town Clerk advised that an exercise could be undertaken to assess whether there were any further projects awaiting closure due to unsubmitted Gateway 6 reports. The Chairman requested that this be added as an outstanding action and that this exercise be undertaken, as it would provide assurance for the Sub Committee.

 

RESOLVED, that the Sub-Committee approve the closure of the project.

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

13.

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

Minutes:

There were no questions.

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

14.

Any other business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

15.

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 15.

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

16-31                                                  3

                         32-33                                                  -

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

16.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 23 July 2021.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 23 July 2021 be approved as an accurate record.

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

17.

Non-Public Actions

Report of the Town Clerk.

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

Minutes:

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

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

18.

PPG Construction Market Conditions Update

The Property Projects Group (PPG) Director to be heard.

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

Minutes:

The Sub Committee received an oral update from the Property Projects Group (PPG) Director.

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

19.

Non-Public Appendix - Gateway 3 Issue - Windows Programme and Common Parts Redecoration - Golden Lane Estate

To be considered in conjunction with the report at Item 7.

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

Minutes:

The Sub Committee received a non-public appendix to Item 7.

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

20.

Billingsgate Fish Market Action Plan

Report of the Director of Markets and the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

21.

Gateway 5 Issue - Isleden House Infill Project

Report of the Director of Community and Children’s Services

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

Minutes:

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

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

22.

Gateway 3 - Secure City Programme (SCP) - Vulnerable People Workstream

Report of the Director of the Built Environment and the Commissioner of the City of London Police

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

Minutes:

The Sub Committee considered a report of the Director of the Built Environment and the Commissioner of the City of London Police.

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

23.

Gateway 3 - Guildhall Cooling Plant Replacement

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

24.

Gateway 2 - City of London Police In-Vehicle Audio/Video 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 report of the Commissioner of the City of London Police.

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

25.

Gateway 1-5 - City of London Police Vehicle Fleet Replacement Programme 2021/22

Report of the Commissioner of the City of London Police

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

Minutes:

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

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

26.

Gateway 5 - Climate Action Strategy - Carbon Removals Project

Report of the Director of Open Spaces

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

Minutes:

The Sub Committee considered a report of the Director of Open Spaces.

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

27.

Gateway 4 - Finsbury Circus Garden Reinstatement

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

28.

Gateway 4c - City Junior School

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

29.

Gateway 5 - Refurbishment of Electra House, 84 Moorgate

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.

Portfolio Overview

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk.

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

30a

Red Report: HR Integrated Time Management and e-Expenses Project

Report of the Commissioner of the City of London Police

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

Minutes:

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

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

31.

Report of Action Taken

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk.

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

32.

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

Minutes:

There were no questions.

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

33.

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

Gateway 3 - City Fund – Refurbishment/Extension of 6 Broad Street Place, EC2M

Report of the City Surveyor

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

Minutes:

There were three items of other business.

 

a)    City Fund – Refurbishment/Extension of 6 Broad Street Place, EC2M

b)    Fire Safety Improvement Works – Frobisher Crescent Residential Premises

c)    Aldgate Project – Ancient Monument Conditions

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