Agenda and minutes

Apologies for absence were received from Nicholas Bensted-Smith, Tom Hoffman, Ann Holmes, Edward Lord, Alderman Julian Malins, Chris Punter, Elizabeth Rogula, James De Sausmarez, Ian Seaton, David Thompson and Mark Wheatley.

It was noted that a clash of Grand Committee meetings with the Board of Governors of the City of London School for Girls had meant that five members had had to submit apologies for one of the two meetings. The Town Clerk explained that the meeting of the Board of Governors of the City of London School for Girls had been moved from its original date, and apologised that the conflict had not been recognised sooner.

There were no declarations.

To agree the public minutes of the meeting held on 30 November 2015.

The public minutes of the meeting held on 30 November were approved as a correct record.

Report of the Town Clerk.

A report of the Town Clerk regarding the Terms of Reference and frequency of meetings of the Committee was considered. In response to a discussion on the wording of the role of the Committee (as laid out in Point A of the Terms) the Chairman clarified that the phrase “oversight of” had been added as it was not felt that the Committee had responsibility for the “management of” the markets named.

In response to a query by members, the Director of Markets and Consumer Protection clarified that the governance review had recommended that it be within the remit of the Committee to be responsible for the appointment of the Director’s position. The Chairmen of the three committees for which the Director had responsibility would sit on the appointment’s panel, with the Chairmanship of the panel and overall oversight being within the remit of the Market’s Committee.

RESOLVED – That:

a)    the Terms of Reference of the Committee be approved for submission to the Court, as set out at Appendix A, and that any further changes required in the lead up to the Court’s appointment of Committees be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman; and

b)    Members agree that the frequency of meetings per annum be arranged in consultation with the Chairman, Deputy Chairman and the Director of Markets & Consumer Protection, in order for them to align with the anticipated work programme for the year

To receive the minutes of the meeting held on 14 January 2016.

The Committee received the minutes of the meeting on the Community Safety Accreditation Scheme. The Chairman and Deputy Chairman noted two errors, the first being the exclusion of traffic as one of the deciding factors behind the decision reached and the second being a change to the last sentence of the minutes to reflect the fact that a review had indeed taken place. The final sentence to read:

“and that, having reviewed their position, the cost/benefit analysis does not support the City being part of the Scheme”.

RESOLVED – That the Town Clerk for the meeting be notified and the minutes corrected.

Report of the Director of Markets and Consumer Protection.

The Committee received a report of the Director of Markets and Consumer Protection updating them on the progress for Period 2 2015-16.

The Deputy Chairman questioned whether consideration had been given to encouraging a move from diesel to electric forklift trucks and it was clarified that the Tenant’s Associations were already considering the issue; any move having to first seek their agreement.

Members further queried whether there was potential for more parking space to be added to the Billingsgate Car Park to improve revenue and reduce the waiting list for spaces. It was felt that the oversubscription could be capitalised on to allow an increase in parking fees. In response the Superintendent detailed that the fees for the car park were reviewed annually and that there was not any potential for more spaces to be added on the ground floor level. A multi-storey option had been considered however this was not found to present value for money. A trial of allowing patrons to pay for parking via mobile had been undertaken but again had not been successful as it had not allowed for active monitoring of car park capacity. Spaces did become available outside of trading hours. It was advised that the additional income generated from Car Parking would be itemised at the next meeting of the committee.

 The length of time taken by MITIE to monitor and fix repairs was discussed. The Superintendent reported that since more control had been handed to officers MITIE were performing however their response times did continue to pose a risk.

The Director of Markets and Consumer Protection confirmed in relation to a question from a member that he was confident all cases of long and short term sickness were being handled appropriately.

The Deputy Chairman queried the reference to a group from New

Report of the Director of Markets & Consumer Protection

The Committee received a report of the Director of Markets and Consumer Protection reviewing the Christmas Traffic Plan. The Chairman thanked the former Chairman of the Committee, Hugh Morris, for undertaking to assess the situation.  The findings from his review had found the scheme to be generally successful, with the only issue being that the barriers being kept down seemed to slow traffic. This was in contrast to the view quoted from the Indigo Car Parking Manager, and the reasoning behind his views would be investigated.

In response to a query from a member the superintendent confirmed that the management of the Tesco deliveries would be reviewed.

RECEIVED.

Report of the Director of Markets & Consumer Protection.

The Committee received a report of the Director of Markets and Consumer Protection updating them on changes to the Risk Register.

There was a discussion on the Red Risk associated with the Workplace Traffic Management and it was agreed that any action that could be taken, both long and short term was vitally important to reduce the risk to market users. Measures that were discussed that could be introduced included requiring the trucks to be certified, establishing one training provider for certification of drivers and the trial of barriers in certain areas. It was noted however that the responsibility for the training, management and supervision of Forklift Truck Drivers lay with the individual businesses which employed them. It was further felt that although the risk may be reduced by preventative action, it was incorrect to say that the impact of such an accident taking place could also be reduced.

RESOLVED – That the report be noted.

The Superintendents to be heard.

The Chairman moved that Item 18 – Superintendents Oral Update be moved from the Non-Public to the Public section of the meeting.

Smithfield

The Superintendent reported that the traders had experienced a successful Christmas trading period, with the next large occasions anticipated being Valentine’s Day and Easter. A paper on car parking charges during the Easter period would be presented to the next meeting of the committee

Spitalfields

The Superintendent reported that trade had been heavy over the Christmas period (although less than in the previous year). A review of the car parking charges would be carried out as the parking was currently free to users. A more sophisticated barrier entry system would form part of the review.

It was noted that the waste management contract would be due for renewal in 18months time. The self-surrender scheme had been introduced to deal with increased volumes of waste that had not formed part of the original contract and discussions were ongoing with the tenants association in relation to the scheme.

The Committee were also informed that a number of staffing challenges had arisen, concerning confrontational behaviour towards enforcement officers.

Billingsgate

The Superintendent reported that at Christmas congestion building up around the site was a feature at Christmas. The wholesalers were guaranteed a spot in the main car park; however retail buyers often had to be redirected to the Hertsmere Road Car Park, around half a mile from the site. The Superintendent will consult the central team that have been involved in the Smithfield Christmas traffic plan to see what if any improvements can be made to traffic management at  Billingsgate. It was reported that the Chief Fish Inspector of the market would be retiring soon and the Committee wished to express its gratitude for the work that he had done.

A question was asked regarding the formulation of any policy for moving Smithfield Market from its present site.  The Chairman reminded Members of our statutory duty to provide a market and that any change of this policy could take place only after proper consultation with all the stakeholders.

The Committee thanked Robert Wilson Superintendent, New Spitalfields Market for his hard work and dedication to the Market and wished him well on his retirement.

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.

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:-

To agree the non-public minutes of the meeting held on 30 November 2015.

The non-public minutes of the meeting held on 30 November were considered and approved as a correct record.

Report of the City Surveyor.

The Committee considered a report of The City Surveyor seeking approval for Gateway 4 of the Poultry Market Asbestos Removal Project.

Report of the City Surveyor.

The Committee considered and approved a report of the City Surveyor seeking approval for the grant of a lease for First Floor Poultry Market.

The City Surveyor to be heard.

The City Surveyor was heard regarding the Condenser Water Cooling System at Smithfield Market.

Report of the Director of Markets and Consumer Protection.

The Committee received a report of the Director of Markets and Consumer Protection updating them on the Debt Arrears for period ending 31^st December 2015.

Report of the Director of Markets and Consumer Protection.

The Committee received a report of the Director of Markets and Consumer Protection updating them on the Tenancies at Will granted in the period to 31 December 2015.

The Superintendent responded to a query regarding the Self Surrender Scheme

The Committee noted details in regards to an upcoming committee visit.