Agenda and minutes

Apologies were received from Caroline Addy, Nicholas Bensted-Smith, John Edwards, Alderman & Sheriff Alison Gowman, Wendy Mead, Deputy Barbara Newman, Elizabeth Rogula and Deputy Dr Giles Shilson.

There were no declarations.

To agree the public minutes of the meeting held on 15.09.21.

RESOLVED – That the public minutes of the meeting held on 15.09.21 be approved as a correct record.

Officers advised that Item 3 – Energy costs had been completed and could therefore be removed from the log.

RESOLVED – That the Outstanding Actions Log be noted subject to the removal of Item 3 - Energy costs from the log.

The Superintendents to be heard.

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

Smithfield

National Association of British Market Authorities (NABMA) Conference

The Superintendent attended the annual NABMA conference on 11^th -12^th October 2021.  The conference recognised and celebrated the role Markets in supporting communities, employment and the wider public realm by adapting and remaining open throughout the pandemic to supply quality affordable food.

Car Park LED lighting

A Gateway 2 report would be presented to the Projects Board and Corporate Asset and Projects Sub Committees during November in respect of the installation of LED lighting in the car park with an estimated completion date of November 2022. The project would be funded from the CWP budget and would generate annual savings of £18k.

Trade

Trade was close to pre-pandemic levels although there were still noticeable fluctuations in returning to a consistent flow of trade across the week or year compared to pre-covid times.  If food shortages continued, the market would be busier.  Covid mitigation controls would be adapted to meet any change in Government guidance.

Traffic Management

Christmas traffic management plan meetings were taking place involving Traders and Officers.  The loading bay suspensions would have a major impact on the market and mitigation measures were being considered to manage traffic flow to the Market and surrounding roads network in the lead up week to Christmas.

Planned Animal Rights Protest

Another protest was planned for 5^th November from about midday. This would be the second protest at the market this year and Officers were working closely with Traders and emergency plans would be invoked as necessary.

Billingsgate

1.    Following the Committee’s approval of various elements of the Billingsgate Action Plan at the previous meeting, the London Fish Merchants Association (LFMA) would meet during November to

Report of the Markets Director.

The Committee considered a report of the Director of Markets providing provide assurances that satisfactory risk management procedures are in place within the Markets Division to meet the requirements of the corporate Risk Management Framework.

In presenting the report, Officers advised that the report would be prepared in a new format from April 2022.

Members had mixed views on the new report format.  Some Members were concerned that the new format would make it easier for issue to fall under the radar and on the other hand some Member felt that ”by exception” reporting on risks made the best use of the Committee’s time.

In response to questions and observations from Members, Officers reported that the risk in respect of the glass canopy at Smithfield Market was ranked green because of mitigation measures in place.  An audit of transport at Smithfield Market had taken place recently

A Member suggested that the maintenance related risks should be reviewed to achieve the right balance in respect of necessary repairs versus value for money taking into account the Markets Co-location Programme.

RESOLVED –

1. That the report and the actions taken in the Markets Division to monitor, and manage effectively, risks arising from its operations be noted.

2. That it be noted that going forward, only red risks or risks which had altered significantly would be reported.

Joint report of the Chamberlain and the Markets Director.

The Committee considered a joint report of the Chamberlain and the Director of Markets regarding the annual submission of the revenue and capital budgets overseen by the Markets Committee.

In presenting the report, Officers advised that the resource envelope had not altered and the savings shortfall was £39,000 and Markets Conditions Survey costs would be met from MCP funds.

During the course of debate, Members raised the following points/questions.

• An explanation on bullet points 1 through 5 on page 41 of the agenda pack was requested.
  
  
• Why were sinking fund resources included in page 41 of the pack rather than being the subject of a stand alone report?
  
  
• In respect of para 9, page 42 how were the figures quoted calculated?

• What is that capital depreciation charge as a percentage of the overall value of the Markets? (Page 43, para 12)

• Were savings opportunistic or recurrent year on year?

• What was the likely impact of inflation on the budget and savings targets?

• The Capital project budget was low taking into account the number of capital projects for the markets.

In response, Officers stated that some of the savings were TOM savings and some savings were opportunistic.  Going forward, there would be further opportunistic savings arising from TOM related staffing restructures.  Officers also advised that inflation was not included in the figures and the 2% efficiency savings target applied up to and including 2022/23.  The capital projects budget covered capital projects within the remit of the Markets Committee

Members requested a comprehensive report on all markets capital projects irrespective of which department was co-ordinating these projects so that the Committee retained full oversight on all markets related capital projects.  Officers undertook top provide this information once the current capital bidding process for 2022/3 was complete and would also explore how best

Report of the Markets Director.

The Committee considered a report of the Director of Markets regarding a request for a temporary reduction in the car park tariffs from 9pm on 1st December 2021 until 10am on 31stDecember 2021.

In presenting the report, Officers stated that there was already significant disruption around the market as a result of suspended loading bays and the concessions would assist in alleviating any further congestion/ disruption which was impacting on deliveries.

Members had mixed views on the length of the concessionary period being recommended in the absence of narrative in the report to outline the traffic pressures.  The justification for a longer concessionary period was questioned given that traffic levels were lower and a longer concessionary period would result in income loss for the CoL.

In response to questions and comments from Members, Officers advised that in the area around the market was already very congested and this was impacting on deliveries which would be exacerbated in the busier trading period leading up to Christmas.

It was MOVED, SECONDED and

RESOLVED – That Members agree

1. To grant an increased concessionary period of 13 days from 12 – 24 December inclusive (compared to 14 days granted in 2020).
   
   
2. That the current tariff be reduced to free for all visitors to the Rotunda car park from 9.00pm on Sunday 12^th December until 10am on Friday 24^th December 2021 (13 days).

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 15.09.21.

The non-public minutes of the meeting held on 15.09.21 were approved.

The Superintendents to be heard.

The Committee considered oral update from the Superintendents.

There were no questions.

Officers reported on two urgent matters.