Agenda and minutes

Apologies were received from Peter Bennett, Gregory Lawrence and Deputy Joyce Nash.

There were no declarations.

To agree the public minutes of the meeting held on 13.01.21.

RESOLVED – That the public minutes of the meeting held on 13.01.21 be approved as a correct record, subject to the second paragraph of Item 6 – Risk update, page 4 of agenda pack being corrected to read as follows:

“It was also confirmed that the general public were not being refused admission to the wholesale markets. However, visitors were not permitted entry in large groups to maintain social distancing.”

Report of the Town Clerk.

The Committee considered a report of the Town Clerk tracking progress on actions outstanding from previous meetings.

RESOLVED – That the report be noted and completed actions removed.

Report of the Town Clerk

The Committee considered a report of the Town Clerk reviewing the Committee’s terms of reference and frequency of meetings.

Members were content with the proposed frequency of meetings but some felt that the terms of reference should be revised to reflect the Committee’s invaluable input into proposals for the co-located markets at the new Dagenham Dock site to facilitate the Committee’s general oversight of the design and management elements of the new consolidated market.

In response to a question, a Member advised that para(c) below would be updated to reflect the changes to the departmental staffing structures.

The Chairman expressed reservations about recommending such a revision to Markets Committee’s terms of reference and a Member urged the Committee not to propose a change to the terms of reference as it was clear that that the Policy & Resources Committee was responsible for all aspects of the Markets Co-location Programme and once delivered, the Markets Committee would have operational oversight of the new co-located markets.  It was also highlighted that the changes to job titles would be reflected in the terms of reference once roles were appointed to under the new Target Operating Model.

Given that most Committee Members were in favour of recommending a change to the terms of reference facilitate the Committee’s general oversight of the design and management elements of the new consolidated market, it was

RESOLVED –

1.         That that, subject to any comments, the terms of reference of the Committee be approved for submission to the Court of Common Council, as set out at the Appendix to the report, 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.  (Subsequent to the meeting, the final wording as

The Superintendents to be heard.

The Committee heard oral updates from the Markets Superintendents on the matters set out below.

New Spitalfields

Brexit was now included in the risk register.  Most produce was reaching the market during January 2021, there were 6,688 goods vehicles making deliveries.  There were reported delays for flowers and plants deliveries from the EU but on the whole traders were not experiencing significant disruption.  There was a risk of more disruption in April 2021 when additional inspections and extra forms might be required for some plant imports and when the full impact of the new import regulations was known from July 2021.

Trade in the market pavilion was approximately 10 - 15% below usual levels for this time of year but a busy trading period leading up to Easter was anticipated.  Two market pavilion leases were assigned and completed in February 2021 and two further pavilion leases, one CSB unit and one café assignment were pending.  Unfortunately, catering businesses had lost about 90% of trade resulting in several company failures.

COVID-19 – Environmental Health Officers from the London Borough of Waltham Forest (LBWF) had made several visits to monitor COVID-19 compliance and following inspections on 12.2.2021, there were eight stand closures.  Stands were subsequently reopened when COVID-19 risk assessments were produced/signed off.  Face covering and social distance compliance had increased to about 90% with full compliance from all traders and their staff.  Providing information to customers and refusal by some traders to serve customers not wearing a face covering had increased customer compliance.

The Spitalfields Market Tenants Association (SpMTA) had issued 5,000 promotional face coverings to traders and the LBWF had also issued 500 face coverings.  CoL and LBWF Officers were working with traders to ensure risk assessments were completed to a required standard and ensure compliance with control measures identified

Report of the Director of Markets & Consumer Protection

The Committee considered a report of the Director of Markets & Consumer Protection outlining management procedures in place to meet the requirements of the Corporate Risk Management Framework.

Members remained concerned about MCP-SM 001 and also questioned the rating for MCP-WM 001 (page 27 of agenda pack) given the building condition and discussions with SMTA.

In response to observations from Members, Officers advised that

·         In respect of MCP-BG 001 (page 20 of agenda pack), the inherent risk could not be reduced because of the physical layout for vehicle movements.

·         In respect of MCP-SM 012 (page 19 of agenda pack), this risk was largely historic but had been reduced by mitigation measures.

·         A Brexit risk would be added for Billingsgate Market; this risk related to EU suppliers and affected a small number of traders.

RESOLVED – That the report and actions taken by the Markets and Consumer Protection Department to monitor, and manage effectively, risks arising from its operations. be noted.

Report of the Director of Markets and Consumer Protection.

The Committee considered a report of the Director of Markets & Consumer Protection outlining submitted a request  from Smithfield Market Tenants Association (SMTA)  for a period of free parking for all workers and customers for four nights from 9pm on Sunday 28^th  March until 10am on Thursday 1st April 2021.

Members had mixed views on the length of the concessionary period to be granted and a Member suggested that in the absence of evidence to justify a concessionary period, the request from SMTA should be denied.

Other members took a different view supporting the officer recommendation to approve a one night concession, given the unprecedented challenges faced by businesses during the ongoing COVID-19 pandemic.

RESOLVED – That Option B, a one night concession on Wednesday/Thursday 31^st March/1^st April 2021 be approved.

Report of the City Surveyor.

The Committee considered a report of the City Surveyor seeking approval for essential fire door and sprinkler head replacement at Smithfield Market Car

Park.

The Chairman requested Officers to review the format of future reports so that appendices were listed as background documents rather than duplicating information in the covering report.  

RESOLVED –

1.      That a budget of £20,000 is approved to carry out detailed surveys to reach the next Gateway.

2.      That the total estimated cost of the project of £120,000 (excluding risk) be noted.

3.      That a costed risk of £30,000 (post-mitigation) be noted

4.      That the total estimated cost of the project of £150,000 (including risk) be noted.

5.      That it be noted that ‘in principle’ central funding from City Cash reserves was agreed as part of the 2020/21 annual capital bids.

6.      That Officers review the format of future reports so that appendices were listed as background documents rather than duplicating information in the covering report.

Report of the City Surveyor.

The Committee considered a report of the Director of the Built Environment in respect of essential refurbishment/maintenance at three highway structures over the railway near Smithfield Market.

The Chairman requested Officers to review the format of future reports so that appendices were listed as background documents rather than duplicating information in the covering report.

RESOLVED –

1.         That the report be noted.

2.         That Officers review the format of future reports so that appendices were listed as background documents rather than duplicating information in the covering report.

There were no questions.

There were no urgent items.

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 13.01.21.

The non-public minutes of the meeting held on 13.01.21 were approved as a correct record.

The Superintendents to be heard.

The Committee considered an oral report on one issue.

Report of the Director of Markets and Consumer Protection

The Committee considered a report of the Director of Markets & Consumer Protection highlighting arrears of invoiced income.

There was one question.

There were no urgent items.

To agree the confidential minutes of the meeting held on 13.01.21.

The City Surveyor to be heard.

Joint report of the Director of Markets and Consumer Protection and the City Surveyor.

Report of the Town Clerk