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 (subject to confirmation of co-option) and 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:

Susan Pearson declared a non-pecuniary interest in Item 17 (Concrete Testing and Repair to Golden Lane and Middlesex Street Estates) as, whilst she owned a flat within Golden Lane Estate, the report concerned the closure of the project and moreover she had no comments to make regarding the report in question.

 ...  view the full minutes text for item 2.

3.

Terms of Reference pdf icon PDF 64 KB

To receive the terms of reference of the Sub-Committee as set by the Policy and Resources Committee at its meeting on 24 September 2020.

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

Minutes:

The Chairman took the opportunity to welcome Susan Pearson and, subject to ratification of his co-option, John Petrie to the Sub-Committee. The Chairman thanked outgoing Members Karina Dostalova and Ben Murphy for their contributions and also thanked Members who continued to serve, given continuity was an important factor in the effective scrutiny of City projects.

 

Members then considered the terms of reference of the Sub-Committee as set by the Policy and Resources Committee at its meeting on 15 September 2020 and the following points were made.

 

·         The Chairman remined Members that the core purpose of the Sub-Committee was to focus on effective project management – Members should focus on ‘who and how’ when scrutinising projects, not ‘what and why’, the latter approach being within the remit of service committees.

 

·         Members agreed that when the Sub-Committee’s terms of reference where next considered by the Policy and Resources Committee in April 2021 a minimum frequency of meetings of monthly should be made explicit.

 

RESOLVED, that the terms of reference be received.

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

4.

Appointment of Co-Opted Members

To appoint four co-opted Common Councillors for the 2020/21 municipal year, as per the Sub-Committee’s terms of reference.

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

Minutes:

Members considered the co-option of four Members to the Sub-Committee as per its terms of reference and the following points were made.

 

·         The Town Clerk noted that an indicative ballot had been conducted via Microsoft Forms outside of the meeting and the results were as follows:

 

Candidate

Votes

Peter Bennett

3

Rehana Ameer

5 – CO-OPTED

Karina Dostalova

1

Sheriff Chris Hayward

8 – CO-OPTED

Deputy Edward Lord OBE

6 – CO-OPTED

John Petrie

7 – CO-OPTED

 

·         The Chairman invited both the identified co-opted Members and other new Members on the Sub-Committee to contact the Project Management Office for introductory briefing regarding the City’s project procedure and the work of the Sub-Committee.

 

RESOLVED, that Rehana Ameer, Sheriff Chris Hayward, Deputy Edward Lord and John Petrie be co-opted on to the Projects Sub (Policy and Resources) Committee for 2020/21.

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

5.

Gateway Approval Process pdf icon PDF 140 KB

To note the Gateway Approval process.

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

Additional documents:

Minutes:

RESOLVED, that the Gateway Approval Process be received.

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

6.

Minutes pdf icon PDF 209 KB

To agree the public minutes and non-public summary of the meeting held on 15 September 2020.

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

Minutes:

RESOLVED, that the public minutes and non-public summary of the meeting held on 15 September 2020 be approved.

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

7.

Public Actions pdf icon PDF 107 KB

Report of the Town Clerk.

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

Minutes:

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

 

17/2020/P – Gateline Data at City Stations

 

·         The Director of the Built Environment noted that the City had access to O2 data that suggested there was 75% less footfall within the City. Since refreshed working from home guidance had been issued by the government, working numbers had fallen by 7%. City attendance was higher on Tuesdays, Wednesdays and Thursdays. TfL gateline data correlated O2 data with a 67% reduction in entrance/exit figures on London underground stations within the City. An update on the impact of Tier 2 restrictions on the City daytime population could be provided in due course.

 

18/2020/P – TfL Traffic Management of London Bridge

 

·         A Member noted that he had been in touch with TfL who had confirmed intelligent signals were deployed to better manage traffic flow across Southwark Bridge on to Lower Thames Street, given the restrictions on London Bridge meant that cars were effectively redirected via Southwark Bridge into the City.

 

RESOLVED, that the report be received.

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

8.

Resolution - Performance Bonds pdf icon PDF 53 KB

To receive a resolution from the Procurement Sub (Finance) Committee dated 9 September 2020.

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

Minutes:

RESOLVED, that the resolution of the Procurement Sub (Finance) Committee dated 9 September 2020 regarding Performance Bonds be received.

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

9.

Gateway 4 - Bank Junction Improvements Project: All Change at Bank pdf icon PDF 705 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 4 report of the Director of the Built Environment regarding the Bank Junction Improvements Project: All Change at Bank and the following points were made.

 

·         The Chairman noted that the report’s recommendations had been approved by the Streets and Walkways Sub (Planning and Transportation) Committee.

 

·         The Director of the Built Environment noted that the report outlined changes to the project that were necessary due to the impact of temporary public realm interventions that were in response to COVID, which had increased project risk ahead of Gateway 5. The impact of these changes would become clearer in the coming months. Overall officers believed that the recommended option provided a robust design that did not undermine the work done on the project to date.

 

·         The Chairman noted the project had a clear interdependency with TfL as their strategic routes through Bank Junction had to be taken into account in project planning. He noted that Members would see this project again at Gateway 5, and in his view the request for costed risk provision was sensible.

 

·         In response to a number of queries raised by a Member, the Director of the Built Environment noted that no further funding was scheduled to be received from TfL, and that officers had secured £4m of funding from the City’s capital bid process. Secondly, Princes Street could not be closed to buses without impacting journey times. Therefore it was proposed to narrow Princes Street to a single lane in both directions at one section, controlled by traffic lights. This would allow the route to be used by buses whilst creating more space of public access at Bank Station. Lastly, the Director of the Built Environment was unaware of a letter to the Town Clerk and Lord Mayor from external parties expressing dissatisfaction with

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

10.

Gateway 5 Issue - Beech Street Transportation and Public Realm Project pdf icon PDF 350 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 issue report of the Director of the Built Environment regarding the Beech Street Transportation and Public Realm Project and the following points were made.

 

·         The Director of the Built Environment noted that the report had been approved by the Streets and Walkways Sub-Committee. The request for an increased budget was due to an increase in staff costs for an unanticipated scale of engagement, the extension of the programme by six months due to COVID, and a legal challenge.

 

RESOLVED, that Members,

 

·      Approve an increase in the project budget of £200,000 to cover the estimated additional staff costs (£160k) and the estimated additional fees (£40k).

 

·      Approve the purchase of a spare enforcement camera (from the existing budget)

 

·      Approve a revised Costed Risk Provision (CRP) up to a total of £260,000 (Appendix 2) to account for the currently identified risks

 

·      Delegate authority to the Director of the Built Environment, in consultation with the Chamberlain to draw down the costed risk provision if risks become issues and make any adjustments between elements of the approved budget, provided the total approved budget is not exceeded.

 

·      Subject to the final two bullet points set out below, approve £50k to create two gaps in Beech Street central reservation to allow vehicles accessing Lauderdale Place forecourt and Shakespeare House / Defoe House car park to travel eastbound and perform a right hand turn.

 

·      Subject to the final two bullet points set out below, note the request for residents who have car parking spaces around Beech Street to be exempted from the ETO so that they may drive through Beech Street in any vehicle, and note Streets and Walkways’ approval to request officers to undertake a feasibility study to explore the legal, statutory, operational framework and cost implications of such a permitting

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

11.

Gateway 5 - Cursitor Street / Breams Buildings Public Realm Improvements pdf icon PDF 117 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 report of the Director of the Built Environment regarding Cursitor Street / Breams Buildings Public Realm Improvements and the following points were made.

 

·         The Director of the Built Environment noted that since the previous Gateway it had become clear that Breams Buildings required less intervention than anticipated, and Cursitor Street required more intervention than anticipated. Therefore it was proposed to move funds between the two projects within the same overall financial envelope.

 

·         The Chairman noted that the Chancery Lane Association was engaged with the projects.

 

RESOLVED, that Members,

 

·         Approve the proposed reconfiguration of current funding allocation for Cursitor Street (£240,934) and Breams Buildings (£239,832) a total of £480,766.  (Section 106 agreements require that the interest be used for the same purpose as the principal sum).

 

·         Approve that the existing funding allocation for Cursitor Street and Breams Buildings be reconfigured as follows: Cursitor Street (£371,647) and Breams Buildings (£109,119), a total allocation of £480,766. (Section 106 agreements require that the interest be used for the same purpose as the principal sum).

 

·         Agree authorisation to increase the current approved budget of £10,000 for Cursitor Street by £6,048 to cover the overspend as per Appendix 4, Table 1.

 

·         Agree authorisation to adjust the current approved budget of £40,000 for Breams Buildings to reflect the spend as per Appendix 4, Table 2.

 

·         Approve Authority to start work on Cursitor Street (Phase 1) at a total of £355,599, as detailed the funding strategy in Appendix 4.

 

·         Approve Authority to start work on Breams Buildings (Phase 2) at a total of £80,262, as detailed the funding strategy in Appendix 4. 

 

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

12.

Gateway 5 - St Bartholomew's Hospital Environmental Enhancements pdf icon PDF 156 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 5 report of the Director of the Built Environment regarding St Bartholomew’s Hospital Environmental Enhancements.

 

RESOLVED, that Members,

 

·         Agree authorisation to increase the current approved budget of £30,000 by £3,235 to complete the design evaluation and cover the overspend as per Appendix 3, Table 1.

 

·         Agree authorisation to initiate the delivery of public realm works in the area in 2 phases, funded through St Barts and the London NHS Trust s106 agreement at a total cost of £532,161 (inclusive of indexation and interest accrued).

 

·         Approve the revised total project budget increase from £400K-£550K to £565,396 and updated budget as per Appendix 3, Table 2.

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

13.

Gateway 4 Issue - Globe View Walkway - Opening up and enhancing the Riverside Walk pdf icon PDF 86 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

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

 

·         The Director of the Built Environment confirmed that TfL had withdrawn its funding for the project in May 2020 in order to focus on its COVID response across Greater London. Officers had therefore identified alternative funding sources, primarily s106 monies.

 

RESOLVED, that Members,

 

·         Approve option one (continue with design development and utilise additional s106 funds) for the allocation of £94,000 funds from the Bath House S106 obligation (public transport improvements) to reach the next Gateway.

 

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

14.

Gateway 2 - 1-2 Broadgate section 278 highway works pdf icon PDF 180 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 2 report of the Director of the Built Environment regarding 1-2 Broadgate s278 highway works, noting that the project was entirely developer funded.

 

RESOLVED, that Members,

 

·         Approve a budget of £50,000 for design and evaluation to reach the next Gateway;

 

·         Note the total cost of the project is estimated to be between £750,000-£900,000 (excluding risk).

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

15.

Gateway 3/4 - Creed Court s278 pdf icon PDF 289 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 3/4 report of the Director of the Built Environment regarding Creed Court s278 and the following points were made.

 

·         The Director of the Built Environment noted that a number of options had been explored with the developer, but the recommended option was considered to be the only viable one to put forward to Members.

 

RESOLVED, that Members,

 

·         Authorise officers to utilise £100,000 invoiced to the developer to progress the project to Gateway 5 (see section 3 table 1 below), in advance of the full S.278 payment. The amount will be deducted from the full S.278 payment.

 

·         Authorise officers, subject to receipt of the requested funds, to progress with detailed designs of the recommended option outlined below and fully funded by Section 278 agreement with the developer of Creed Court and undertake public consultation.

 

·         Note, that as per the Projects Procedure and subject to scope and costs remaining within the parameters agreed in this report, the approval of Gateway 5 report will be delegated to Chief Officer.

 

·         Note the total estimated cost of the project at £667,546 - £800,000 (excluding risk).

 

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

16.

Gateway 6 - West Smithfield Pedestrian Accessibility Improvements pdf icon PDF 161 KB

Report of the Director of the Built Environment.

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Director of the Built Environment regarding West Smithfield Pedestrian Accessibility Improvements and the following points were made.

 

·         The Chairman noted that stakeholder engagement during the project had been positive, and that one lesson learned was that ground radar surveys should have been undertaken earlier. Costed risk provision should be utilised to mitigate risks such as this in future.

 

RESOLVED, that Members,

 

·         Approve the content of the outcome report and agree the project be closed.

 

·         Approve that any unspent Section 106 funding is returned to be reallocated following usual processes.

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

17.

Gateway 6 - Concrete Testing & Repairs to Golden Lane and Middlesex Street Estates pdf icon PDF 121 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Director of the Built Environment regarding concrete testing and repairs to Golden Lane and Middlesex Street Estates.

 

RESOLVED, that Members,

 

·         Note the contents of the report, note the lessons learned, and authorise the closure of the project.

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

18.

Gateway 6 - Decent Homes at Dron House, Golden Lane, Southwark, Sydenham, Windsor and York Way Estates pdf icon PDF 144 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Director of Community and Children’s Services regarding Decent Homes at Dron House, Golden Lane, Southwark, Sydenham, Windsor and York Way Estates.

 

RESOLVED, that Members,

 

·         Note the contents of the report, note the lessons learned, and authorise the closure of the project.

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

19.

Gateway 6 - Concrete Repairs at Cullum Welch House pdf icon PDF 115 KB

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

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

Additional documents:

Minutes:

Members considered a Gateway 6 report of the Director of Community and Children’s Services regarding concrete repairs to Cullum Welch House and the following points were made.

 

·         The Director of Community and Children’s Services noted that for this project and similar projects considered at Items 17 and 18 on the agenda that day, the projects had been delivered under budget but secondary procurement exercises and increased contractor engagement had been necessary. A number of measures had been implemented on the Decent Homes project (Item 18) to ensure better contract management and prevent cost variations.

 

·         The Chamberlain noted that deep dives were conducted on a number of projects such as this, with some of the lessons learned captured within this report. These included the fact that transferring design and build on to the contractor made them very cautious when seeking to deliver the project. Key learning points included the provision of as much documentation as possible when assigning risk to the contractor, and ensuring the City was clear on underlying assumptions when receiving bids. Moreover there had been a tendency for procurement to be squeezed due to time pressures. Lastly, it was clear that contractor performance should be managed as far as was possible by the service and via the agreed contract.

 

·         The Chairman requested that these lessons learned be incorporated into the Project Management Academy.

 

RESOLVED, that Members note the contents of the report, note the lessons learned, and approve the closure of the project.

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

20.

Gateway 3 Issue - Tower Bridge HV System Replacement and Increasing Resilience pdf icon PDF 152 KB

Report of the City Surveyor.

 

To be considered with the non-public appendix 3 at Item 26.

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

Additional documents:

Minutes:

Members considered a Gateway 3 Issue report of the City Surveyor regarding Tower Bridge HV System Replacement and Increasing Resilience. The Chairman highlighted this report as an example of best practice and noted he had thanked the report author accordingly. Members noted the non-public appendix detailing financial information at Item 26.

 

RESOLVED, that Members,

 

·         Approve that the project proceed straight to Detailed Design stage (G4c), noting the G4c will be approved by the Planning & Transportation Committee and Project Sub Committee.

 

·         Approve an additional budget of £431,095 for professional fees required between Gateway 4 and Gateway 4c and for the first payment to UKPN for the installation of the new HV intake.

 

·         Note the revised approved budget will be £760,155 (excluding risk).

 

·         Approve a Costed Risk Provision of £355,000 for Gateway 4 to Gateway 4c.

 

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

21.

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

Minutes:

Timeline for Gateway 6 Reporting

In response to a question, it was confirmed that Gateway 6 reports should be completed within six months of work being completed on site. The City Surveyor acknowledged that this target had been missed on the City of London Freemen’s School Enabling Works project but noted this was largely due to COVID and the temporary suspension of Gateway 6 reports to Committee. The Gateway 6 report for the Freemen’s School Enabling Works was scheduled for November 2020.

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

22.

Any other business that the Chairman considers urgent

Minutes:

Request for Delegated Authority – Vehicle Procurement for Animal Reception Centre

The Town Clerk noted that officers at the Animal Reception Centre at Heathrow wished to procure a vehicle which triggered the threshold for the project procedure. Given it was a start and finish procurement exercise rather than a project Members were content to provide delegated authority to the Town Clerk to deal with the matter, noting that the procurement would be scrutinised by a relevant officer-level procurement group.

 

RESOLVED, that delegated authority be given to the Town Clerk to approve the procurement of a vehicle for the Animal Reception Centre, Heathrow.

 

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

23.

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 23.

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 23.

24.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 15 September 2020.

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

Minutes:

RESOLVED, that the non-public minutes of the meeting held on 15 September 2020 be approved.

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

25.

Non-Public Actions

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding non-public actions.

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

26.

Non-Public Appendix 3 to Item 20 - Tower Bridge HV System Replacement and Increasing Resilience

To receive the non-public appendix 3 to Item 20 – Gateway 3 Issue - Tower Bridge HV System Replacement and Increasing Resilience.

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

Minutes:

RESOLVED, that the non-public appendix to Item 20 – Gateway 3 Issue Tower Bridge HV System Replacement and Increasing Resilience be received.

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

27.

Report on Action Taken

Report of the Town Clerk.

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

Minutes:

Members considered a report of the Town Clerk regarding action taken.

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

28.

Property Projects Group - COVID-19 Update

The Property Projects Group Director to be heard.

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

Minutes:

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

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

29.

Gateway 3 - Phase 2, 3 & 4 - City of London School Masterplan

Report of the City Surveyor.

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

Minutes:

Members considered  a Gateway 3 report of the City Surveyors regarding – Phase 2,3 and 4 of the City of London School Masterplan.

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

30.

Gateway 3/4/5 - Guildhall Art Gallery - Cloakroom & Lavatories Refurbishment

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 3/4/5/ report of the City Surveyor regarding the Guildhall Art Gallery – Cloakroom and Lavatories Refurbishment.

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

31.

Gateway 1/2/3/4 - Pension Administration System Procurement

Report of the Chamberlain.

 

Appendix 1 and Appendix 3 to follow.

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the Chamberlain regarding Pension Administration System Procurement.

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

32.

Gateway 1/2/3/4 - Renewal of Flat Roof Coverings (Various Housing Blocks of Flats)

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

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

Minutes:

Members considered a Gateway 1/2/3/4 report of the Director of Community and Children’s Services regarding Renewal of Flat Roof Coverings (Various Housing Blocks of Flats).

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

33.

Gateway 6 (Early Closure) - Finsbury Circus Garden Reinstatement - Previous Scheme

Report of the City Surveyor.

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

Minutes:

Members considered a Gateway 6 (Early Closure) report of the City Surveyor regarding Finsbury Circus Garden Reinstatement – Previous Scheme.

 

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

34.

Central Criminal Court Works & Projects

Report of the Executive Director, Mansion House and Central Criminal Court.

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

Minutes:

Members considered a report of the Executive Director, Mansion House and Central Criminal Court regarding Central Criminal Court Works and Projects.

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

35.

Portfolio Overview

Report of the Town Clerk.

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

Minutes:

Members considered a Portfolio Overview report of the Town Clerk.

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

35a

Project Status Report - Video Management System (iMS-DRS)

Report of the Commissioner.

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

Minutes:

Members considered a project status report of the Commissioner regarding the Video Management System (IMS-DRS).

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

35b

Project Status Report - HR Integrated Time Management and e-Expenses Project

Report of the Commissioner.

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

Minutes:

Members considered a project status report of the Commissioner regarding the HR Integrated Time Management and e-Expenses Project.

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

36.

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 36.

37.

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 in non-public session.

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