Agenda and minutes

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

Contact: Martin Newton  Email: martin.newton@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Alderman Alison Gowman, Christopher Hayward, Deputy Jamie Ingham Clark, Jeremy Simons and Deputy Philip Woodhouse.

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

2.

Declarations by Members under the Code of Conduct in respect of items on the Agenda

Minutes:

No declarations of interest were made.

 

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

3.

Minutes pdf icon PDF 67 KB

To agree the public minutes and summary of the meeting held on 30 January 2019.

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

Minutes:

RESOLVED – That the public minutes and non-public summary of the previous meeting held on 30 January 2019 be approved as an accurate record.

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

4.

Outstanding Actions from previous meetings pdf icon PDF 48 KB

Report of the Town Clerk.

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

Minutes:

The Sub-Committee considered a report of the Town Clerk which provided information of outstanding actions from previous meetings.

 

It was noted that item P02/2019 had now been closed.

 

RECEIVED.

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

5.

Work Programme for future meetings pdf icon PDF 107 KB

Joint report of the Town Clerk and City Surveyor.

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

Minutes:

The Sub-Committee considered a joint report of the Town Clerk and City Surveyor which provided information of the Work Programme for future meetings. It was noted that the energy performance quarter 4 report would be submitted to the June meeting.


RECEIVED.

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

6.

City Surveyor's proposed Business Plan 2019/2024 pdf icon PDF 69 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

The Sub-Committee had before them the City Surveyor’s report on his department’s final high-level business plan for 2019/24.

 

RESOLVED – That the City Surveyor’s Department’s final high-level business plan for 2019/24 be approved.

 

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

7.

EV Charge Points for Transition to a Zero-Emission Fleet pdf icon PDF 102 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

The Chamberlain reported on the EV charge points for transition to a zero-emission fleet.

 

RESOLVED – That

(a)  progression to Gateway 4a be approved;

(b) a £5,000 budget to proceed to the next gateway (internal staff costs) be authorised;

(c) the £157,500 total estimated cost of the project be noted; and

      (d) the installation of electric vehicle (EV) charging points at key corporate facilities be supported to enable departments to implement the new zero emission fleet targets.

 

 

 

 

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

8.

Additional Repairs and Maintenance Programme - Quarterly Report pdf icon PDF 114 KB

Report of the City Surveyor.

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

Minutes:

The City Surveyor reported on the additional repairs and maintenance programme – quarterly progress report.

 

RESOLVED – That

 

a)    the progress on the 2016/17 Additional Repairs and Maintenance Programme at 31 December 2018 be noted;

 

b)    approval be given to the provision of the 2016/17 Additional Repairs and Maintenance Programme budget into 2019/20 for the projects, totalling £221,550, listed below:-

 

·         £95,000 for a security project at the Mansion House (ref. C017AW019L)

·         £25,000 for a boundary wall project at Keats House (ref. R157AW001L)

·         £48,000 for conservation works to churchyard railings and boundary walls (ref. R167AW002L & R167AW003L)

·         £23,400 for conservation works to the City Wall (ref. R087AW014L)

·         £20,150 for works to the Policy Chairman’s accommodation (ref. C157AW002L)

·         £10,000 for works at St Botolph Street bridge (ref. R087AW001L); and

 

c)    the Cyclical Works Programme Peer Review Group identifies projects from the Cyclical Works Programme 2019/20 reserve list to utilise the balance on the Additional Repairs and Maintenance Programme 2016/17 fund after the existing projects are completed.

 

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

9.

City Surveyor's Business Plan 2018/19 - Q3 Outcome pdf icon PDF 77 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

Members considered the City Surveyor’s business progress report 2018/19 – quarter 3. It was noted that (i) progress on KPI.6 - space utilisation – may be delayed to 2019/20 due to additional complexity; and (ii) that due to staff resourcing, KPI.2 - Asset Management Plans - may prove difficult to achieve in the current year.

 

RECEIVED.

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

10.

City Surveyor's Departmental Risk Register 2018/2019 - Q3 Outcome pdf icon PDF 62 KB

Report of the City Surveyor.

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

Additional documents:

Minutes:

The Sub-Committee had before them the City Surveyor’s risk register update.

 

RECEIVED.

 

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

11.

Corporate FM General Update pdf icon PDF 57 KB

Report of the City Surveyor.

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

Minutes:

The City Surveyor updated Members on corporate facilities management. The following was raised:-

 

·         It was noted that the award of the new lift and escalator contract was anticipated to be concluded shortly. The Sub-Committee requested clarification on what was covered by this  contract and the Chairman asked that this issue be added to the outstanding public actions (P03/2019). The City Surveyor undertook to confirm details.      

 

·         A Member raised concerns at recent access problems caused by new security fobs around Guildhall complex.

 

·         It was noted that the first meeting of the local FM and Security Network had attracted a number of local businesses and that it was intended to expand the network.

 

RECEIVED.

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

12.

Questions on matters relating to the work of the sub-committee

Minutes:

A Member raised the question of inadequate provision of baby changing facilities at Guildhall. The Chairman asked that this be added to outstanding public actions (P04/2019).

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

13.

Any other business that the Chairman considers urgent

Minutes:

There were no urgent items.

 ...  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 items 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 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 remaining items 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 minutes text for item 14.

15.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 30 January 2019.

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

Minutes:

The non-public minutes of the previous meeting held on 30 January 2019 were approved as an accurate record.

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

16.

Outstanding Actions from non-public minutes of previous meetings

Report of the Town Clerk.

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

Minutes:

The Sub-Committee noted a report of the Town Clerk which provided information on outstanding actions from previous meetings.

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

17.

Asset Management Service Based Review

Report of the City Surveyor.

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

Minutes:

The Sub-Committee had before it the report by the City Surveyor on the Asset Management Service Based Review.

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

18.

Islington Arts Factory

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

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

Minutes:

Members considered the Director of Community and Children’s Services’ report on the Islington Arts Factory.  

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

19.

Accommodation and Ways of Working - Vacation of Walbrook Wharf

Report of the City Surveyor. 

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

Minutes:

The City Surveyor reported on accommodation and ways of working – vacation of Walbrook Wharf.

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

20.

Old Freemen's Association - Lease for Clubhouse

Report of the Headmaster, City of London Freemen’s School.

 

This report was considered by the Board of Governors of the City of London Freemen’s School on 7 February 2019 when the paper was received with the Board’s endorsement and agreed to be submitted to the Sub Committee for agreement of the lease length.

 

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

Minutes:

The Headmaster of the City of London Freemen’s School reported on the Old Freemen’s Association update on progress and a proposed lease for a clubhouse.  

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

21.

20/21 Aldermanbury - Delegated Authority

Report of the City Surveyor.

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

Minutes:

The City Surveyor submitted a report regarding delegated authority for a future gateway 4 decision relating to 20/21 Aldermanbury.

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

22.

Waiver Report - Subscription Contact to IHS Global Ltd as Sole Supplier

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

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

Minutes:

The City Surveyor and the Director of the Built Environment reported on a waiver to award a subscription contract to IHS Global Ltd.   

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

23.

Citigen Future Options

Report of the City Surveyor.

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

Minutes:

Items 23 and 24 were considered concurrently and Members received reports on the Combined Heat and Power System – future options study and negotiations with Citigen.

 

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

24.

Citigen Negotiations Update

Verbal update by the City Surveyor.

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

Minutes:

As referred to above, item 24 was considered as part of item 23.

 

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

25.

Action Between Meetings

Report of the Town Clerk.

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

Minutes:

The Sub-Committee received an update on delegated and urgent action taken under Standing Order 41.

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

26.

Non-public questions on matters relating to the work of the sub-committee

Minutes:

There were no questions.

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

27.

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

Minutes:

There were no items of urgent business.

 

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

28.

Confidential Minutes

To agree the confidential minutes of the meeting held on 30 January 2019.

 

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

Minutes:

The confidential minutes of the previous meeting held on 30 January 2019 were approved as an accurate record.

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