Agenda and minutes

Venue: Virtual Meeting - Accessible Remotely

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

Items
No. Item

1.

Apologies

Minutes:

There were no apologies.

 ...  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 Items 7 and 8 – Gateway 6 – Golden Lane Playground Refurbishment and Gateway 1-4 – Golden Lane Area Lighting and Accessibility by virtue of being a resident on Golden Lane. Susan Pearson advised that she had a dispensation to speak, but not vote, on matters relating to housing.

 

Deputy Jamie Ingham Clark (Deputy Chairman) declared an interest in Item 18 – Gateway 3/4 Issue – St. Lawrence Jewry Church Update by virtue of his position as a Churchwarden and a GCC Member of St. Lawrence Jewry.

 ...  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 153 KB

To agree the public minutes and non-public summary of the meeting held on 17 December 2020.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the meeting held on 17 December 2020 be 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.

 

1/2021/P - Bank Junction Improvements Project Engagement plan to be expanded through contact and ongoing engagement with relevant Ward Members

 

The Director of the Built Environment updated the Sub Committee on recent engagement with businesses on the Bank Junction Improvements project. The Sub Committee was advised that further reporting, including next steps and details of the public consultation, would be submitted to the February meeting of the Sub Committee.

 

Members were keen that the right level of contact and consultation were undertaken, and that challenges were approached in the right way. Whilst Members advised that CEOs and senior contacts should be included in the engagement, technical points may be better directed at a specific officer such as the Head of House Services. The Director of the Built Environment advised that Facilities Management and Heads of Services were contacted where specific answers were required, on matters such as access and servicing, with consultation on wider issues due to follow.

 

RESOLVED – That the public actions list be received.

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

6.

Gateway 5 - Baynard House Car Park - Ventilation & Smoke Clearance System pdf icon PDF 109 KB

Report of the Director of the Built Environment and the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 5 report of the Director of the Built Environment and the City Surveyor concerning the ventilation system for Baynard House Car Park. The Sub Committee noted some minor clerical errors on the risk register and clarified that the amount requested for Costed Risk Provision was correct.

 

RESOLVED – That the Projects Sub Committee:

 

1.    Approve the total project sum of £640,777 including fees, surveys, staff costs, and preconstruction activities already expended;

 

2.    Note that funding for this scheme from the On-Street Parking Reserve was approved in principle as part of the 2020/21 annual capital bid round and that draw-down is subject to the further approval of the Resource Allocation Sub and Policy and Resources Committees;

 

3.    Agree that the tender received from the SW Bruce Ltd in the sum of £598,777 is approved and they are appointed to undertake the work;

 

4.    That the Comptroller and City Solicitor enter into a contract with SW Bruce Ltd; and

 

5.      That the risk budget of £65,000 to cover design developments and asbestos, is approved (to be drawn down via delegation to Chief Officer).

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

7.

Gateway 6 - Golden Lane Playground Refurbishment pdf icon PDF 8 MB

Report of the Director of Community & Children’s Services

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

Minutes:

The Sub Committee considered a Gateway 6 report of the Director of Community and Children’s Services regarding the refurbishment of the Golden Lane Estate playground. The Sub Committee noted that there had been some procurement issues during the project, but that these had been resolved and lessons learned. The Chairman advised that the lessons learned could be relayed for use within the Project Management Academy.

 

RESOLVED – That the Projects Sub Committee:

 

a)    Approve the close-down of the project;

 

b)    Note the budget adjustment – details of which are set out in the report;

 

c)    Note the project’s final total outturn cost of £337,009; and

 

d)      Note the use of a Procurement Code Breach waiver to extend the contract sum with Ground Control Ltd for a value of £50,609.

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

8.

Gateway 1-4 - Golden Lane Area Lighting and Accessibility pdf icon PDF 161 KB

Report of the Director of Community and Children’s Services

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 1-4 report of the Director of Community and Children’s Services concerning the Golden Lane Area Lighting and Accessibility project. The Chairman introduced the item and explained that Gateways 1-4 were presented together as condition surveys had been completed and the works could be tendered as one package. The Chairman also sought reassurance for the Sub Committee on value for money.

 

The Director of Community and Children’s Services advised that would be a procurement exercise, focussed on specifications, which would ensure value for money. The Director of Community and Children’s Services added that fittings would be agreed with the planners in advance, and that it would be ensured that they were in line with Listed Building regulations. The Sub Committee further noted that energy efficiency and cost savings were anticipated as a result of the project.

 

In response to a question from a Member about lighting issues at the Golden Lane Leisure Centre swimming pool, the Director of Community and Children’s Services noted the issue, but advised that this was estate lighting and would have to be dealt with elsewhere.

 

RESOLVED – That the Projects Sub Committee:

 

1.    Agree that a budget of £15,000 is approved for internal staff costs to reach the next Gateway;

 

2.    Note the project budget of £15,000 (excluding risk);

 

3.    Note the total estimated cost of the project at £500,000 (excluding risk) and that release of funding is subject to the further approval of Resource Allocation Sub and Policy and Resources Committees; and

 

4.    Agree that Option 2 (upgrade existing external lighting provision to energy-efficient modern fittings) is approved to proceed to procurement.

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

9.

Gateway 1-4 - City of London Freemen's School Revenue Works Programme 2021/2022 pdf icon PDF 154 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 1-4 report of the City Surveyor regarding the City of London Freemen’s School Revenue Works Programme 2021/22. The Chairman introduced the item and asked officers to confirm the total cost of the project.

 

The City Surveyor advised that the cost of the project was £829,000, with additional funding required for staff and enabling costs, making a total cost of £851,000. In response to a question from a Member, the City Surveyor confirmed that the project would be funded using the school’s reserves.

 

RESOLVED – That the Projects Sub Committee:

 

1.    Agree that a budget of £12,000 is approved to reach the next Gateway;

 

2.    Note the estimated cost of the project is £829,000 (excluding risk);

 

3.    Note the estimated staff cost is £10,000;

 

4.    Agree acceptance of the risk register as per the report; and

 

5.    Agree approval to proceed to Gateway 5.

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

10.

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

Minutes:

There were no questions.

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

11.

Any other business that the Chairman considers urgent

Minutes:

There were no items of urgent business.

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

12.

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 12.

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

13 – 23                                                           3

24 – 25                                                           -

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

13.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 17 December 2020.

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

Minutes:

RESOLVED - That the non-public minutes of the meeting held on 17 December 2020 be approved.

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

14.

Non-Public Actions

Report of the Town Clerk

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

Minutes:

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

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

15.

PROPERTY PROJECTS GROUP - COVID-19 UPDATE

The Property Projects Group Director to be heard.

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

Minutes:

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

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

16.

Gateway 5 - St Lawrence Jewry Church

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

17.

Gateway 3-4 - Central Criminal Court East Wing Ground Mezzanine Cooling and Heating Replacement

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

18.

Gateway 1-5 - Interim Assessment Centre for Rough Sleepers

Report of the Director of Community and Children’s Services

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

Minutes:

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

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

19.

Gateway 5 - City's Estate, 98-124 Brewery Road, N7

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

20.

Gateway 1-4 - City of London School - Summer Works 2021

Report of the City Surveyor

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

Minutes:

21.

Gateway 1-4 - City of London School for Girls - Summer Works 2021

Report of the City Surveyor

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

Minutes:

The Sub Committee considered a report of the City Surveyor.

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

22.

Portfolio Overview

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk.

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

22a

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 22a

Minutes:

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

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

23.

Report on Action Taken

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk.

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

24.

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

Minutes:

There were no questions.

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

25.

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 one item of other business.

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