Agenda and minutes

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 Rehana Ameer, Sheriff Chris Hayward, Karina Dostalova, Deputy Edward Lord 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:

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 103 KB

To agree the public minutes and non-public summary of the meeting held on 24 February 2020.

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

Minutes:

RESOLVED, that the public minutes and non-public summary of the meeting held on 24 February 2020 be approved as a correct record.

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

5.

Public Actions pdf icon PDF 60 KB

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding public actions and the following points were made.

 

43/2019/P – Transport Strategy and Covering Note

 

·         The Director of the Built Environment noted that this would be completed in advance of the April 2020 meeting.

 

RESOLVED, that the report be received.

 

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

6.

Gateway 2 - Energy Reduction Programme - Phase 1 pdf icon PDF 109 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding the Energy Reduction Programme Phase 1.

 

RESOLVED, that Members,

 

·         Approve a budget of £40,250 to reach the next Gateway, consisting of £16,000 from City Fund reserves and £24,250 from City Cash reserves;

 

·         Note the project budget of £1,153,000 plus estimated risk allowance of £60,700 to be funded £246,000 from Carbon Offset fund with the remaining cost of £968,000 to be met from City Fund and City’s Cash reserves;

 

·         Approve a Costed Risk Provision of £10,100 (to be drawn down via delegation to Chief Officer in consultation with the Chamberlain) to be funded £3,200 from City Fund reserves and £6,900 City’s Cash reserves.

 

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

7.

Gateway 2 - PAVA installation & door lock upgrade pdf icon PDF 111 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding PAVA Installation and Door Lock Upgrade and the following points were made.

 

·         In response to a request, the City Surveyor agreed to clarify outside of the meeting whether the project formed part of the Secure City Programme.

 

RESOLVED, that Members,

 

·         Approve a budget of £88,000 to start the upgrade doors work phase of the project.

 

·         Approve a budget of £30,000 for the PAVA project for the technical survey to progress to Gateway 3/4 via the regular approval track.

 

·         Note the project budget of £118,000 at this gateway

 

·         Note the total upper range cost of the project at £1,500,000 including risk

 

·         Note the risk register.

 

 

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

8.

Gateway 4 - Globe View Walkway - Opening up and enhancing the Riverside Walk pdf icon PDF 140 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 4 report of the Director of the Built Environment regarding Globe View Walkway – Opening up and enhancing the Riverside Walk.

 

RESOLVED, that Members,

 

·         Approve a budget of £94,000 to reach the next Gateway, funded from the TfL LIP allocation;

 

·         Note the revised total estimated cost range of the project at £450,000 - £650,000 (excluding risk).

 

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

9.

Gateway 4 - Barbican Estate Redecoration Programme 2020-25 pdf icon PDF 81 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 4 Issue report of the Director of Community and Children’s Services regarding the Barbican Estate Redecoration Programme 2020-25, noting that appendix 3 of the report was on the non-public side of the agenda. The following points were made.

 

·         The Director of Community and Children’s Services noted that there had been some concerns expressed by residents over the cost of the programme, but that officers had arrived at the costs using both compliant processes and a 60:40 split between cost and quality.

 

·         In response to a question, the Director of Community and Children’s Services noted that residents would receive a consistent service charge bill over time for the works, with a small percentage of overall cost waived given the redecoration was being applied to areas of the estate which were not residential.

 

·         In response to a question, the Director of Community and Children’s Services replied that the original estimate had been based on the cost of the previous programme, and therefore there was a lesson to be learned over how to arrive at a more accurate programme cost on future programmes.

 

RESOLVED, that Members,

 

·         Approve an additional budget of £563,252 to uplift the total estimated cost of the project to £3,938,252 (excluding risk);

 

·         Note the revised total project budget of £3,938,252 (excluding risk);

 

·         Note that a Gateway 5 – Authority to Start Work report will be submitted for Chief Officer approval as per the regular approval track upon conclusion of the post-tender Section 20 process.

 

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

10.

Gateway 5 - Library Self-Service Kiosks

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

 

NB: This item of business was moved into Non-Public session following the initial agenda publication.

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

Minutes:

The Town Clerk noted that this report had been moved to the non-public side of the agenda.

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

11.

Gateway 6 - IT Infrastructure Services - Performance Improvement Plan pdf icon PDF 115 KB

Report of the Chamberlain.

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

Minutes:

Members considered a Gateway 6 report of the Chamberlain regarding IT Infrastructure Services – Performance Improvement Plan.

 

RESOLVED, that Members note the report and approve that the project be closed.

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

12.

Gateway 6 - Thames Court Footbridge pdf icon PDF 127 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Director of the Built Environment regarding Thames Court Footbridge. The Chairman congratulated project officers on the delivery of a challenging project, and the skilful use of costed risk provision.

 

RESOLVED, that Members approve the content of  the report and approve that the project be closed, subject to successful verification of the final account by the Chamberlain’s Financial Services Division.

 

 ...  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 three items of other business.

 

Request for Delegated Authority - Beech Street Clean Air

 

RESOLVED, that authority be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman to approve the Beech Street Clean Air project.

 

Request for Delegated Authority – Golden Lane Playground

 

RESOLVED, that authority be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman to approve the Gateway 6 report of the Director of the Built Environment regarding the Golden Lane Playground project.

 

 

 

 

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

14a

Dealing with Price Inflation for Construction Projects up to Gateway 5 pdf icon PDF 108 KB

Report of the Chamberlain.

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

Minutes:

Members considered a report of the Chamberlain regarding dealing with price inflation for construction projects up to Gateway 5 and the following points were made.

 

·         The Town Clerk noted that the report was designed to implement a consistent approach across the City of London Corporation to estimating price inflation during the course of a project.

 

·         In response to a question, the Deputy Chamberlain confirmed that she was confident in the methodology underpinning the approaches outlined within the report.

 

·         In response to a question, the Deputy Chamberlain confirmed that the recommended approach was Option 1 (Current Prices) set out at paragraphs 16 and 17 within the report.

 

RESOLVED, that Members,

 

·         note the contents of the report; and

 

·         agree the approach set out in paragraphs 16 and 17 and in particular confirm reports should show clearly the price base of any estimated costs shown in the report and advise both the basis and the sum included in the costed risk register for any inflationary uplift.

 

·         note the inflation rate used will be set annually by the Chamberlain and the City Surveyor

 

·         note that the effectiveness of the arrangements set out in this report will be reviewed in a report to the sub-committee every two years.

 

 

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

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.

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

16.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 24 February 2020.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 24 February 2020 be approved as a correct 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:

Members considered a report of the Town Clerk regarding Non-Public Actions.

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

18.

Portfolio Overview

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk providing a Portfolio Overview.

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

19.

Gateway 4 - Barbican Estate Redecoration Programme 2020-25 - Appendix 3

Non-Public Appendix to be read in conjunction with Agenda Item 9.

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

Minutes:

Members considered a non-public appendix to the Gateway 4 report of the Director of Community and Children’s Services regarding the Barbican Estate Redecoration Programme 2020-25.

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

20.

Gateway 5 Issue - City of London Primary Academy Islington

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 5 Issue report of the City Surveyor regarding the City of London Primary Academy Islington.

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

21.

Gateway 1/2/3/4 - Secure City Programme

Joint Report of the Commissioner and Town Clerk.

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

Minutes:

Members considered a joint Gateway 1/2/3/4 report of the Commissioner and the Director of the Built Environment regarding the Secure City Programme.

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

22.

Gateway 4 - Housing Delivery Programme - Provision of New Social Housing on the Sydenham Hill Estate, Lewisham, SE26 6ND

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 4 report of the Director of Community and Children’s Services regarding the Housing Delivery Programme – Provision of New Social Housing on the Sydenham Hill Estate, Lewisham, SE26 6ND.

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

23.

Gateway 2 - Oracle Property Manager (OPN) Replacement

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding the Oracle Property Manager (OPN) Replacement.

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

24.

Gateway 1/2/3/4/5 - Purchase of Piano for the Barbican Centre Concert Hall

Report of the Managing Director, Barbican Centre.

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

Minutes:

Members considered a Gateway 1/2/3/4/5 report of the Managing Director regarding the purchase of a piano for the Barbican Centre Concert Hall.

 

 

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

25.

Gateway 6 - Technology Infrastructure Refresh

Report of the Commissioner.

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

Minutes:

Members considered a Gateway 6 report of the Commissioner regarding a Technology Infrastructure Refresh.

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

26.

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

Minutes:

There were no non-public questions.

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

27.

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

Minutes:

There were three items of other business.

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

27a

Library Self Service Kiosks

Report of the Director of Community and Children’s Services

 

NB: This report was moved from the public agenda to the non-public agenda after initial publication.

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

Minutes:

Members considered a Gateway 5 report of the Director of Community and Children’s Services regarding Library Self-Service Kiosks.

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

27b

Gateway 2 - Bridge House Estates 30-34 New Bridge Street Refurbishment

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 2 report of the City Surveyor regarding Bridge House Estates, 30-34 New Bridge Street Refurbishment.

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