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 Sheriff Christopher Hayward and Andrew McMurtrie.

 ...  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 165 KB

To agree the public minutes and non-public summary of the meeting held on 24 March 2021.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the meeting held on 24 March 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.

 

Bank Junction Improvements Project

The Director of the Built Environment gave the Sub Committee an update on the preparation of the public consultation on the project, which had launched on 29 March 2021 and was expected to run until 10 May 2021. The Director of the Built Environment advised that the consultation had gone well so far, with over 8000 views and almost 1000 responses so far. Online responses had mostly been from individuals, with organisations generally responding via letters and emails, and around twenty people had signed up for the first of three ‘Virtual Town Halls’ later that day.

 

The Chairman reiterated that a breakdown of respondents would be valuable for analysing the results and that it was crucial to do everything to inform as many people as possible about the consultation. A Member added that it was important to make a special effort to reach out to businesses.

 

RESOLVED - That the public actions list be received.

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

6.

Gateway 4c - Tower Bridge HV System Replacement and Increasing Resilience pdf icon PDF 98 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee considered a Gateway 4c report of the City Surveyor regarding refurbishment of the High Voltage (HV) and Low Voltage (LV) electrical infrastructure at Tower Bridge. The Chairman introduced the item and drew the Sub Committee’s attention to the risk and value for money considerations of the project. In response to questions from Members, the City Surveyor advised the Sub Committee on the building management system and the lease of the existing Diesel Generator room, the terms of which could be circulated to Members for oversight.

 

RESOLVED – That the Projects Sub Committee agree:

 

1.    That a 99-year lease of the existing Diesel Generator room is granted to UKPN for installation of their substation, in order to significantly reduce the risk of power failure to the bridge and to the income generating exhibition;

 

2.    That a project cost increase of £346,000 is approved for a change to the project scope following an opportunity to implement a known HV control system whilst improving the network resilience and future proofing the existing bridge lift system. Please note that this additional budget will be requested as part of the Gateway 5 budget;

 

3.    Note the revised total estimated cost of the project at £6,076,293 (excluding risk) if the change in scope is approved;

 

4.    Note the revised total estimated cost of the project at £8,238,003 (including risk) if the change in scope is approved; and

 

5.    That Option 1 is approved. Option 1 seeks approval for the partial integration of the existing bridge lifting and new HV SCADA systems and approval to grant a 99-year lease for a sub-station to UKPN.

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

7.

Gateway 1/2 - Climate Action Strategy - Cool Streets and Greening Programme pdf icon PDF 923 KB

Report of the Director of the Built Environment

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

Minutes:

The Sub Committee considered a report of the Director of the Built Environment regarding a Climate Action Strategy programme to develop climate resilient streets and open spaces in the Square Mile. The Chairman introduced the item and advised that funding for the project had been allocated via the Climate Action Strategy and On Street Parking Reserve.

 

In response to a question from a Member, the Director of the Built Environment advised whilst LB Camden was the only local authority named within the stakeholder engagement plan, engagement with other local authorities through partnership groups, and the stakeholder engagement plan could be updated to reflect this.

 

RESOLVED – That the Projects Sub Committee:

 

1.    Agree that budget of £320,000 is approved for:

 

• Programme framework development (4-year programme)

• Climate resilience measures catalogue

• Installation of smart sensors and data protocols for monitoring

• Opportunity mapping and gap analysis for climate resilience solutions

• Identification and prioritisation of sites;

 

This is a capitalised resource against the proceeding capital Works;

 

2.    Note the total estimated cost of the Cool Streets and Greening project at £1.7M for Year 1. The remaining funds will be for installation of resilience measures in priority sites and will be subject to Gateway 3,4 & 5 approvals; and

 

3.    Note that the likely cost range for the Cool Streets & Greening 4-year programme will be an estimated £1.7M per annum over 4 years – Total £6.8M.

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

8.

Gateway 2 - BEMS Upgrade Project-CPG Estate - Phase 1 pdf icon PDF 145 KB

Report of the City Surveyor

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

Additional documents:

Minutes:

The Sub Committee considered a report of the City Surveyor regarding a project to upgrade the Building Energy Management System (BEMS). The Chairman introduced the item and advised that funding had been agreed for the project, with drawdown approval through Resource Allocation Sub Committee. In response to a question from a Member, the City Surveyor advised the Sub Committee of the project’s dependencies in relation to other Climate Action Strategy-related projects, and that these dependencies would be managed in order to mitigate related risks.

 

RESOLVED – That the Projects Sub Committee:

 

1.    Agree that a budget of £16,867 is approved to reach the next Gateway; consisting of £7,442 from City Fund reserves & £9,425 from City Cash reserves;

 

2.    Note the total estimated cost of the project (excluding risk); £823,920;

 

3.    Note the total estimated cost of the project at (including risk); £904,770; and

 

4.    That a Costed Risk Provision of £7,250 is approved (to be drawn down via delegation to Chief Officer in consultation with Chamberlains) to be funded by £4,625 from City Fund reserves and £2,625 City’s Cash reserves.

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

9.

Gateway 6 - Library Self Service Kiosks pdf icon PDF 167 KB

Report of the Director of Community and Children’s Services

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

Additional documents:

Minutes:

The Sub Committee considered a report of the Director of Community and Children’s Services regarding the provision of self-service facilities to the public in relation to library services. The Director of Community and Children’s Services introduced the report and drew Members’ attention to the key points. The Sub Committee noted that the implementation of the project had allowed the libraries to open in a COVID-secure way during 2020. The Chairman then noted positive lessons learned with regards to the procurement strategy undertaken and effective cross-departmental working.

 

RESOLVED – That the Projects Sub Committee approve the content of the Outcome Report and the closure of the project.

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

10.

Gateway 6 - Design, Build, Support and Hosting for New Website pdf icon PDF 167 KB

Report of the Town Clerk

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

Minutes:

The Sub Committee considered a Gateway 6 report of the Town Clerk regarding the project to develop the new City of London Corporation website. The Chairman introduced the item and although the project had been completed under budget and represented good value for money, there had been some ongoing issues reported with search engine functionality. A Member added that residents were reporting difficulties using the search function, with articles often easier to find using Google.

 

The Town Clerk advised that whilst Google was always likely to be a more powerful tool than the website’s search function, instances of user difficulties could be investigated so that they might be improved. Searches would also improve over time and functionality had improved in comparison to the old website. The Town Clerk further advised that a user survey was currently being undertaken, with numerous engagements having been undertaken as part of the project plan. An ongoing maintenance contract was also in place with the supplier and the website would be periodically updated in accordance with the existing process.

 

The Chairman advised that Members would continue to feed in issues as the project was highly-visible and it was important to improve the website wherever possible.

 

RESOLVED – That the Projects Sub Committee approve closure of the project and note lessons learned.

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

11.

Gateway 6 - City Streets: Transportation Response to Support COVID-19 Recovery (Phase 1 and 2) pdf icon PDF 345 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 6 report of the Director of the Built Environment regarding Phases 1 and 2 of City Streets: Transportation Response to Support COVID-19 Recovery. The Chairman introduced the item and drew Members’ attention to the key points. In response to a question from a Member, the Director of the Built Environment advised the Sub Committee of lessons learned during the process of the project, and that officers would continue to monitor and collect data in order to assess trends and behaviours as footfall increased in the City of London following the lifting of restrictions arising from COVID-19.

 

The Chairman commented that this was a unique project delivered at pace, and noted that Phase 3 of the project was still to come. The Chairman then thanked officers for their work and noted the lessons learned before asking Members to consider the recommendations.

 

RESOLVED – That the Projects Sub Committee:

 

a)    Agree that the Covid-19 Phase 1 and 2 transport measures set out in Table 1 in Appendix 2 will be removed after this report is approved. Timings for this will be determined by the Transport and Public Realm Covid-19 Bronze Group in consultation with the Chair of the Planning and Transportation Committee and the Chairman and Deputy Chairman of the Streets and Walkways Sub Committee;

 

b)    Agree that Covid-19 transportation measures set out in Table 2 in Appendix 2 remain on street (for the short term under the existing temporary traffic orders);

 

c)    Note that these interventions will move into existing or new programmes (as set out in Table 2 Appendix 2) within the next few months. Within these programmes further assessment of measures for retention is proposed to be undertaken through Spring and early Summer and an assessment of whether these should be retained longer

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

12.

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

Minutes:

There were no questions.

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

13.

Any other business that the Chairman considers urgent

Minutes:

There were no items of urgent 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 - 22                                                            3

                        23 - 24                                                            -

                        25                                                                    3

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

15.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 24 March 2021.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 24 March 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 report of the Town Clerk regarding non-public 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 5 - Blackfriars Bridge Parapet Refurbishment and Bridge Re-Painting

Report of the Director of the Built Environment

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

Minutes:

The Sub Committee considered a report of the Director of the Built Environment.

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

19.

Gateway 5 - Barbican Exhibition Halls - Enabling Works

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 5 Issue - Kenley Revival Project

Report of the Director of Open Spaces

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

Minutes:

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

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

21.

Portfolio Overview

Report of the Town Clerk

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

Minutes:

The Sub Committee received a report of the Town Clerk.

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

22.

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 22.

Minutes:

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

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

23.

Report of 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 other business.

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

26.

Confidential Minutes

To agree the confidential minutes of the meeting held on 24 March 2021.

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

Minutes:

RESOLVED – That the confidential minutes of the meeting held on 24 March 2021 be agreed as a correct record.

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