Agenda and minutes

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

Contact: Gemma Stokley
tel. no.: 020 7332 1407  Email: gemma.stokley@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Tom Anderson, Deputy John Chapman, Deputy Kevin Everett, John Fletcher, Tim Levene and Stephen Quilter.

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

2.

Members' declarations under the Code of Conduct in respect of items on the agenda

Minutes:

Gregory Lawrence made a standing declaration of Interests relative to Markets Committee business, which he stated had been entered on the Register of Member Interests. Mr Lawrence clarified that those interests related to the fact that he is both a Tenant at Smithfield Market and the current Chairman of the Smithfield Market Tenants Association (SMTA).

 

Mr Lawrence went on to inform the Committee that he would also shortly be seeking a Dispensation from the Standards Committee to enable him to speak/vote on any matters that he might be considered to have a disclosable pecuniary interest in going forward.

 

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

3.

ORDER OF THE COURT OF COMMON COUNCIL pdf icon PDF 96 KB

To receive the Order of the Court of Common Council, 27 April 2017, appointing the

Committee and setting out its Terms of Reference.

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

Minutes:

The Order of the Court of Common Council dated 27 April 2017 appointing the Committee and setting out its Terms of Reference was received.

 

The Town Clerk drew Members’ attention to paragraph 4. (b) of the Committee’s Terms of Reference which had now been amended in accordance with the views expressed by the Committee toward the end of 2016 and now read that this Committee acted ‘jointly’ with the Port Health and Environmental Services Committee and the Markets Committee on the appointment of the Director of Markets and Consumer Protection. The same wording had also been applied to the Terms of Reference of these two other Committees.

 

Paragraph 4. (a) had also been amended to read New Spitalfields Market.

 

RECEIVED.

 

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

4.

ELECTION OF CHAIRMAN

To elect a Chairman in accordance with Standing Order No.29.

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

Minutes:

The Committee proceeded to elect a Chairman in accordance with Standing Order No. 29.

 

The Town Clerk read out a list of Members eligible to stand as Chairman. James Tumbridge, being the only Member indicating his willingness to stand as Chairman, was duly elected for the ensuing year.

 

Mr Tumbridge thanked the Committee for their support. He went on to publicly record thanks, on behalf of the Committee, to those Members who had not been returned to the Markets Committee and also to welcome the various new Members of this Committee to their first meeting.

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

5.

ELECTION OF DEPUTY CHAIRMAN

To elect a Deputy Chairman in accordance with Standing Order No.30.

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

Minutes:

The Committee proceeded to elect a Deputy Chairman in accordance with Standing Order No. 30. 

 

The Town Clerk reported that, in accordance with Standing Order No. 30. (3) (a), the immediate past Chairman had chosen to exercise his right to serve as Deputy Chairman for the ensuing year.

 

John Scott was therefore duly appointed as Deputy Chairman for the ensuing year.

 

VOTE OF THANKS TO THE PAST CHAIRMAN

Deputy Joyce Nash paid tribute to John Scott, the past Chairman.

 

RESOLVED UNANIMOUSLY –

Members of the Markets Committee wish to record their sincere thanks and gratitude to

 

JOHN GEORGE STEWART SCOTT, JP

 

for his excellent work as their Chairman.

 

AS Chairman, he has been active in all aspects of the work of the Committee, showing great drive and commitment to ensure its success.

 

THROUGHOUT his term of office, he has managed the Committee’s deliberations with a fair and firm hand to ensure that the Committee executed its duties in a competent manner.  He presided over the Committee’s debates in an exemplary and courteous manner allowing full consideration of not only routine Committee business such as the Markets and Consumer Protection Department Business Plan, Revenue and Capital Budgets and Proposed New Lettings but also of more controversial issues such as the Smithfield Market Condenser Water Cooling System and, more recently, the Poultry Market Major Repairs Project.

 

THE Chairman has been instrumental in ensuring that the Committee and all interested parties have been kept fully informed of progress on the ongoing Poultry Markets Repairs Project with a view to ensuring that the Project reaches a successful and satisfactory conclusion. His involvement and interest in the Project to date is testament to his diligence, professional manner and skills of tact and diplomacy.

 

IN the final year of his Chairmanship, he has been

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

6.

APPOINTMENT OF REFERENCE SUB COMMITTEE pdf icon PDF 162 KB

Report of the Town Clerk.

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

Minutes:

The Committee considered a report of the Town Clerk and proceeded to appoint a Reference Sub Committee for the ensuing year.

 

RESOLVED – That the terms of reference and composition of the Reference Sub Committee be agreed, with a Membership for the ensuing year as follows:-

 

·        James Tumbridge (Chairman)

·        John Scott (Deputy Chairman)

·        Peter Bennett

·        Deputy Edward Lord

·        Alderman Professor Michael Mainelli

·        Deputy Joyce Nash

·        Deputy Tom Sleigh

·        Deputy John Tomlinson

 

 

 

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

7.

Public Minutes pdf icon PDF 216 KB

To agree the public minutes of the meeting held on 23 January 2017.

 

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

Minutes:

The public minutes of the meeting held on 23 January 2017 were considered and approved as a correct record.

 

MATTERS ARISING

Review of the City’s Wholesale Markets (page 7) – The Director reported that the Invitation to Tender had been issued last month. Bids had been received from two interested parties and a selection Committee would be meeting next week to make a decision as to who should be appointed. A further report on this matter would be submitted to the Markets Committee in due course. The Director went on to state that a Steering Group, which would include the Chairman and Deputy Chairman of the Markets Committee, would be established to oversee the Review.

 

The Chairman requested that the overall objectives of the Wholesale Review be re-circulated to the Committee for the benefit of new Members.

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

8.

APPOINTMENT OF SUB COMMITTEE CHAIRMEN pdf icon PDF 75 KB

Resolution of the Policy and Resources Committee.

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

Additional documents:

Minutes:

The Committee received a resolution of the Policy and Resources Committee (Thursday, 16 March 2017) concerning the process for appointing Chairmen of Sub-Committees.

 

RECEIVED.

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

9.

BILLINGSGATE MARKET SEAFOOD SCHOOL

The Director of the Seafood School (CJ Jackson) to be heard.

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

Minutes:

The Committee received a presentation from the Director of the Seafood School (CJ Jackson).

 

Ms Jackson’s presentation covered the following points:

·        The establishment of the Seafood School in 1999 as a charitable company;

·        Diversification and the wide variety of courses now available, tailor made to suit the needs of a wide variety of groups;

·        Schools and Young Peoples Programmes – encouraging young people to eat seafood as part of a healthy diet;

·        Outreach work;

·        Industry Programmes/Partners;

·        Attracting business to the Market;

·        Partners/Funders;

·        How the School might work more closely with the City of London Corporation going forwards;

·        Funding and Deficits – it was highlighted that market tenants had decided that they no longer wished to financially support the School as they felt that they were now in a position to financially support themselves. However, tenants did not appear to have viewed the School’s finances ahead of reaching this decision which would result in a deficit of £22,000 per annum going forward. Ms Jackson stated that the School and its new General Manager had tried to address tenants further and highlight the substantial benefits of the school to the Market;

 

A Member questioned whether the School had looked at alternative funding (from the City Corporation’s City Bridge Trust or the Worshipful Company of Fishmongers for example) following the decision of tenants to no longer financially support them. Ms Jackson confirmed that the School held some reserves which would provide a ‘cushion’ against the deficit for approximately 4-5 months. They were also hoping to continue to raise their own funds as a charity and to generate a surplus in this and future years. She added that funding had previously been received from the City Bridge Trust but that this had related to particular projects and not to general running costs.

 

In response

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

10.

Smithfield Market - Condenser Water Cooling System - Update pdf icon PDF 181 KB

Report of the City Surveyor.

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

Minutes:

The Committee received a report of the City Surveyor updating Members on the cooling system temperature trial.

 

The City Surveyor reported that further advice had now been sought from the Environment Agency regarding the penalty regime around the unintentional release of refrigerant gas from fridges to atmosphere. Advice had been received to confirm that the penalty here would be a fine or conviction and that the enforcing authority would be the Secretary of State for Environment, Food and Rural Affairs (DEFRA) or such other authorised persons as it considers appropriate to act for the purpose. He added that the City had now also sent a letter to all Tenants drawing their attention to the regulations, reminding them of their responsibilities in this area and informing them that it intends to carry out inspections of their records within the next two months.

 

At the request of the Chairman, and for the benefit of the various new Members of the Committee, the City Surveyor provided Members with a brief history of the issues surrounding the Condenser Water Cooling System and some background on the component parts of the current system. The Chairman asked that a comprehensive note on this be provided to all Members of the Committee ahead of the next meeting in July.

 

In response to questions concerning repairs to the system, the City Surveyor confirmed that funding for this came from the City’s additional works programme and included the replacement of the pumps and the planned replacement, in approximately 2-3 year’s time, of the pipework and, eventually, the replacement of the cooling towers. The City Surveyor went on to clarify that, whilst the City of London Corporation, as landlord, was responsible for operating and maintain the system, tenants were responsible for their own equipment.

 

In response to further questions

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

11.

MARKETS BUSINESS PLAN UPDATE Period 3 2016/17 (December - March) pdf icon PDF 165 KB

Report of the Director of Markets and Consumer Protection.

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

Additional documents:

Minutes:

 

The Committee received a report of the Director of Markets and Consumer Protection providing an update on progress for Period 3 (December-March) of 2016-17 against key performance indicators (KPIs) and objectives outlined in the Markets’ Business Plan.

 

A Member questioned the Billingsgate Roof and Additional Fish Handling Facilities projects which the report described as being ‘on hold and to be cancelled’. The Superintendent reported that costs had already been incurred for each project and that these were borne by the tenants’ service charge. He added that the decision to cancel both projects was taken in consultation with tenants.

 

RESOLVED – That, the Committee note the content of the report and its appendices.

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

12.

Departmental Business Plan: Markets and Consumer Protection pdf icon PDF 99 KB

Report of the Director of Markets and Consumer Protection.

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

Additional documents:

Minutes:

The Committee considered a report of the Director of Markets and Consumer Protection presenting the business plan for his Department for the year 2017/18.

 

The report also presented an early draft of the Corporate Plan 2018-23 providing Members with the opportunity to provide initial feedback before wider consultation on the plan takes place. The Town Clerk reported that this was an embryonic version of the Corporate Plan at this stage which was being presented to all Grand Committees for initial feedback. She added that several Member sessions dedicated to the Draft Corporate Plan had also been arranged. Further iterations of the Plan would be presented to Members throughout the calendar year with a view to launching the new 5 year document in April 2018 after having secured the approval of both the Policy and Resources Committee and the Court of Common Council.

 

With regard to the draft Corporate Plan, the Chairman commented that the ‘People’ block appeared to be quite vague at this stage. The Deputy Chairman commented that whilst there were many references to the Square Mile and the City within the document there did not appear to be any to London as a whole. He added that he was also disappointed to see that the provision of high quality services for the whole of London appeared not to be one of the aims listed.

 

The Director went on to present the Departmental Business Plan, drawing particular attention to the detailed objectives and Key Performance Indicators (KPIs) included here. He stated that, in due course, the Departmental Business Plan would be more closely aligned to the completed Corporate Plan. The Director concluded by highlighting the summary Risk Register for the Department which was produced in line with corporate guidance.

 

A Member commented on the Financial Information and Summary within

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

13.

MARKETS COMMITTEE RISK pdf icon PDF 464 KB

Report of the Director of Markets and Consumer Protection.

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

Minutes:

The Committee received a report of the Director of Markets and Consumer Protection providing Members with assurance that risk management procedures in place within the Department of Markets and Consumer Protection are satisfactory and that they meet the requirements of the corporate Risk Management Framework.

 

RESOLVED – That Members note the report and the actions taken in the Department of Markets and Consumer Protection to monitor and manage effectively risks arising from its operations.

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

14.

SUPERINTENDENT'S UPDATES

Superintendents to be heard.

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

Minutes:

The Committee received oral updates from each of the Market Superintendents as follows:

 

Smithfield Market

The Superintendent began by updating Members on work around HGV management on site. He reported that an audit had taken place in February 2017 and undertook to circulate the outcome of this, together with associated Action Points to the Committee. He went on to report that banksmen training was to take place between April-June 2017 and that thereafter the Market would fully expect 100% compliance. The Superintendent was clear that this was his number one priority on site at present.

 

With regard to sickness absence at the market, the Committee were informed that the Superintendent had been monitoring this closely over the past four months and that it was now projected that an average of 5.61 days per employee would be achieved by the end of April 2017 - a significant improvement on past performance.

 

Finally the Superintendent reported that a litter campaign had now started on site, in consultation with the SMTA. In due course, this would be combined with an overall review of recycle on the site.

 

New Spitalfields Market

The Superintendent updated the Committee on the re-tendering of the waste contract, reporting that this was now at the mobilisation phase. He stated that he was currently liaising with tenants regarding their bin requirements and similar issues and that the project would be delivered within the originally forecast timescale. He added that he had already been in conversation with the incoming contractor regarding their plant/machinery.

 

Members were informed that waste on site for 2015/16 had reduced by 2,000 tonnes and that 2016/17 had seen a further reduction of 1,300 tonnes. Market staff had now increased the number of stop and searches, increased costs and increased enforcement, all of which had been effective disincentives

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

15.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions.

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

16.

Any Other Business that the Chairman Considers Urgent

Minutes:

150th Anniversary of Smithfield Market

The Committee were informed that the Hospitality Working Party had recently approved a report requesting funding for the 150th anniversary celebrations.

 

Markets Committee Visits

The Deputy Chairman requested that future Committee Visits be scheduled to be on site by no later than 7.00am. He also suggested that Wednesday’s be avoided for Billingsgate Market visits going forward as this was, traditionally, a slow trade day for the site.

 

The Deputy Chairman’s points were noted.

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

17.

Exclusion of the Public

MOTION - That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business 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 17.

Minutes:

RESOLVED – That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A of the Local Government Act as follows:-

 

Item No(s).

Paragraph No(s).

18

2 & 3

19

1, 2 & 3

20

3

21

3, 5 & 7

22

1 & 3

 

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

18.

Non-Public Minutes

To agree the non-public minutes of the meeting held on 23 January 2017.

 

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

Minutes:

The non-public minutes of the meeting held on 23 January 2017 were considered and approved as a correct record.

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

19.

Resolution to Markets Committee from Establishment Committee 14 02 17

Minutes:

The Committee received a resolution of the Establishment Committee (14 February 2017) concerning the departure of the Superintendent of Smithfield Market and exit interviews more generally.  

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

20.

Smithfield Poultry Market, Major Repairs Project - Post Gateway 4 Progress Report

Report of the City Surveyor.

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

Minutes:

The Committee received a report of the City Surveyor providing Members with an update on the Smithfield Poultry Market, Major Repairs Project.

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

21.

Debt Arrears Markets - Period Ending 31st March 2017

Report of the Director of Markets and Consumer Protection.

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

Minutes:

The Committee received a report of the Director of Markets and Consumer Protection informing Members of invoiced income raised and outstanding as at 31st March 2017 from 31 days to 121+ days.

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

22.

Tenancies at Will and Assignments

Report of the Director of Markets and Consumer Protection.

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

Minutes:

The Committee received a report of the Director of Markets and Consumer Protection on Tenancies at Will that have been granted at the City of London’s Wholesale Markets and on lease assignments.

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

23.

Non Public Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions raised in the non-public session.

 

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

24.

Any Other Business that the Chairman Considers Urgent and which the Committee Agree Should be Considered Whilst the Public are Excluded

Minutes:

 With the permission of the Chairman, the City Surveyor tabled a report regarding Advertising Hoardings, Aspen Way, Billingsgate Market, E14 which the Committee considered and approved.

 

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