Agenda and minutes

Before commencing the business on the agenda it was Proposed by Gregory Lawrence, Seconded by Edward Lord and agreed that Alderman David Wootton take the Chair until the election of the New Chairman at agenda item 4

Apologies were received from James Tumbridge

Mr Gregory Lawrence would not participate in this meeting as he was awaiting the renewal of his dispensation to speak on all matters concerning the London Central Markets (i.e., Smithfield) other than: (i)            those in which he has a disclosable pecuniary interest as a shareholder or director of any company which holds a tenancy in the market; and (ii) those which would affect only him personally or his business interests as opposed to the generality of the tenants within the Market.

To receive the order of the Court of Common Council dated 21 April 2022.

RESOLVED, that – the Order of the Court of Common Council dated 21^st April 2022, appointing the Board and approving its Terms of Reference be received. 

To elect a Chair in accordance with Standing Order 29.

The Board elected a Chairman in accordance with Standing Order 29.

Being the only Member expressing a willingness to serve, it was RESOLVED, that – Deputy Henry Pollard be elected as Chairman of the Markets Board for 2022/23.

The new Chairman thanked Members for voting for him and  addressed the new Board, as set out below; presenting his vision for providing a consultative leadership model, working closely with the Markets’ Department’s excellent officer team.

1.         In respect of the current Terms of Reference, the Chairman believes that the new Board should have greater input to the Markets Co-Location Programme (MCP) and that; ‘oversight of the management of all matters relating to Smithfield Market, Billingsgate Market and New Spitalfields Market and the letting of all premises therein’ needs clarity as to whether this is implicit?

2.         Whilst accepting that other Committees, such as Policy and Resources and Finance should retain oversight, the Markets Board’s has a vested interest in the success of the MCP.  Additionally, tenants should be involved in the design, in an advisory capacity, to provide the expertise required to future proof the Programme.  We need to look at co-opting representatives from tenants’ associations and other professionals in the Markets arena, and scope current and future potential for more sustainable transport: i.e., rail and river for distribution.  To achieve this, consideration should also be given to establishing a Sub Committee or Working Party to cover MCP delivery.

3.         The Chairman stressed the need to work quickly in this matter, seeking delegated authority, as the next Markets Board is not scheduled to meet until 13th July 2022.   The Chairman has spoken to a range of Senior Officers and Chairmen and believes there is an understanding on the direction of travel. 

4.         Members will need to establish what they want from

To elect a Deputy Chair in accordance with Standing Order 30.

The Board elected a Deputy Chairman in accordance with Standing Order 30.

Being the only Member expressing a willingness to serve, it was RESOLVED, that – Deputy Philip Woodhouse be elected as  Deputy Chairman of the Markets Board for 2022/23

To approve the public minutes and non-public summary of the meeting held on 19^th January 2022.

RESOLVED, that - the public minutes of the meeting held on 19^th January 2022 be approved as a correct record. NB.  Prior to the Court of Common Council on 21^st April 2021 the Markets Board was referred to as the ‘Markets Committee’.

Members are asked to note the attached briefing note in respect of Smithfields, New Spitalfields and Billingsgate Markets.

The Board received updates from the General Managers and welcomed their new written format.

Report of the Markets Director.

The Board received a report of the Director of Markets which provided an update on the utilisation of Smithfield Market Car Park for the 12-month period April 2021 to March 2022.

RESOLVED, that – the report be noted.

Report of the Markets Director.

The Board received a report of the Director of Markets which provided an update on progress made during Period 3 (December-March) of 2021/22 against the key performance indicators (KPIs) and key improvement objectives outlined in the Markets’ Business Plan 2021/22.  The Chairman referred to his earlier comments in respect of keeping KPI reporting at a high level,  appropriate for the Board’s scrutiny.

RESOLVED, that – the report be noted.

Report of the Markets Director.

The Board received a report of the Director of Markets, which provided Members with assurance that risk management procedures in place within the Markets Division are satisfactory and meet the requirements of the Corporate Risk Management Framework.  The Chairman reiterated his earlier comments in respect of keeping this report at an appropriate high level, noting emerging and/or changing risks.    It was also suggested that charts be used as they are often clearer than data and script.   The Board would particularly like to focus on areas such as food supply and energy costs.

RESOLVED, that – the report be noted.

Repot of the Town Clerk.

The Board received a report of the Town Clerk which advised Members of

action taken by the Town Clerk since the last meeting of the Markets Committee, in consultation with the Chairman and Deputy Chairman, and in accordance with Standing Order No. 41(a).

NEW SPITALFIELDS MARKET – SALE OF GENERATORS

Action taken:  The Town Clerk, in consultation with the Chairman and Deputy Chairman, agreed:-

• To sell the three generators and fuel tanks for the best obtained offer of £64,000, plus sell the rebated fuel contained within the tanks for an estimated conservative value of £4,800 (total receipts £68,800).
• That the proceeds of the sale be returned to the Old Spitalfields Market Maintenance Fund, to be used to fund future projects at New Spitalfields Market.
• To eliminate any operational risk in the unlikely event of a power failure, an annual Disaster Recovery Plan be required for each of the existing generator locations with MEMS Power Generation at a cost of £4,485 for the first year (to include the bespoke creation of each plan) followed by an annual membership fee of £1,785.  In the event of a major power failure, generators and all associated equipment would be brought to site on a hire basis (with the estimated cost for 1 week’s hire being £5,580).

Reason for urgency: The Markets Committee was not scheduled to meet again until 25^th May 2022 and the changes to fuel legislation were due to take effect from 1^st  April  2022.  After this date, if the generators and fuel tanks had not been sold, as agreed above,  there would have been significant costs.

CONCESSIONARY PARKING DURING THE EASTER PERIOD 2022

Action taken: The Town Clerk, in consultation with the Chairman and Deputy Chairman, agreed a concessionary period such that the current tariff for the

1.       In respect of a question about food wastage and the use of food banks, Members noted Spitalfields’ work with City Harvest.  The Chairman suggested that officers investigate the work that the City Bridge Trust is undertaking in this area and bring a report to the Board.

2.       In response to a question about the large number of ‘information-only’ reports on this agenda, Members noted a larger than usual amount of decisions taken between meetings, as set out in the reports at agenda items  11 and 20.  The Chairman felt that the new Board should be more strategic in terms of medium and longer term goals but, as its work evolves, it will become involved in more strategic decisions.  

1.      Members asked if the next meeting of the Board could receive a presentation on the relocation project,  particularly for the benefit of the new Members

2.       The Board noted that visits arranged for July September and October and asked if they could be brought forward, in accordance with the new Chair’s comments at item 4 above.

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 approve the non-public minutes of the meeting held on 19^th January 2022.

RESOLVED, that - the non-public minutes of the meeting held on 19^th January 2022 be approved. 

Members are asked to note a non-pubic briefing on New Spitalfields Market.

The Board received non-public updates from the Market General Managers for Billingsgate, Smithfield and New Spitalfields

Report of the Chamberlain and the Markets Director.

The Board received a report of the Markets Director.

Report of the Markets Director.

The Board received a report of the Markets Director.

Report of the Markets Director.

The Board received a report of the Markets Director.

Report of the Markets Director.

The Board received a report of the Town Clerk.

There were no questions.

There were no urgent items.

To agree the confidential minutes of the meeting held on

RESOLVED, that – the confidential minutes of the meeting held on 19^th January 2022 be approved.

Report of the City Surveyor.

The Board received a report of the Markets Director.