Agenda and minutes

Venue: Committee Room - 2nd Floor West Wing, Guildhall. View directions

Contact: Gregory Moore
tel. no.: 020 7332 3113  Email: gregory.moore@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

There were none.

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

2.

Declarations by Members of personal or prejudicial interests in respect of items to be considered at this meeting

Minutes:

There were none.

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

3.

Minutes pdf icon PDF 203 KB

To agree the public minutes and summary of the meeting held on 12 March 2012 (copy attached).

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

Minutes:

          The public minutes and summary of the meeting held on 12 March 2012 were approved.

 

MATTERS ARISING

          (1) Asset Management Plan(p2) – The City Surveyor advised that a follow-up report would be coming to the September meeting of the Sub-Committee.

 

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

4.

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

Minutes:

There were no questions.

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

5.

Any other business that the Chairman considers urgent

Minutes:

Guildhall Event Safety Management

          A resolution from the Audit & Risk Management Committee concerning evacuation procedures at functions and events based at Guildhall was received by the Sub-Committee.

 

          The City Surveyor provided a brief summary of the discussion which had taken place at the meeting of the Audit & Risk Management Committee and gave assurances that the position of all fire exit signs had been checked with it confirmed that all led to appropriate exits. All appropriate plans were now in place and he was content that the issue was accordingly resolved, with a written document formalising the respective responsibilities of the Remembrancer’s and City Surveyor’s departments with regard to safety management at events set to be completed very shortly.

 

A Member made reference to occasions where the alarm was silenced during an evacuation, commenting that often people believed that this meant the alarm was merely a test and they did not need to continue evacuating. The City Surveyor was asked to clarify the position through better communication to Members and staff so as to avoid this confusion in future.

 

A Member commented that fire drill instructions were previously included as part of the introduction at events, but this no longer seemed to be the case. The Remembrancer advised that like other venues, cinemas, and theatres no announcement was made unless at the request of the client prior to an event. Remembrancer’s event staff as a matter of routine ran through the various procedures with clients before the event so they were fully aware of the requirements and practices, and also gave assurance that the staff on duty were all familiar with the various procedures and were on hand to support and facilitate a smooth evacuation in the event of a fire.

 

          Appointment of a Representative on the Guildhall Improvement Committee     

It

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

6.

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 6.

Minutes:

RESOLVED - That under Section 100A(4) 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.

 

Item No.                                                                                   Exempt Paragraphs

7 – 15                                                                                                      3

 

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

7.

Non-Public Minutes

Minutes:

8.

Additional Repairs and Maintenance Programmes 2008-09 and 2009-10 - Latest Progress Report

Minutes:

9.

Additional Repairs and Maintenance Programme 2010/11 Progress Report

Minutes:

10.

Additional Repairs and Maintenance Programme 2011/12 Progress Report

Minutes:

11.

Additional Works Programme 2013-14

Minutes:

12.

Guildhall Fire Alarm Replacement

Minutes:

13.

City Surveyor's Business Plan 2011-14: Quarter 4 2011/12 Update

Minutes:

14.

City Surveyor's Business Plan 2012-15

Minutes:

15.

Guildhall Capital Projects

Minutes:

16.

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

Minutes:

There were no questions.

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

17.

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 urgent items.

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