Agenda and draft minutes

Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall

Contact: Julie Mayer  Email: julie.mayer@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Gregory Lawrence, Oliver Sells, Henry Jones, James Tumbridge and Alderman Sir David Wootton.

 

Mr Jones, Mr Wells and Alderman Wootton joined the meeting on-line.

 

The Board asked if it would be possible to get a second Non-Disclosure Agreement (NDA) signatory for each of the Market Tenant Associations, in case Chairs are unable to attend the Board meetings.

 

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

2.

Members' Declarations Under the Code of Conduct in Respect of Items on the Agenda

Minutes:

There were no declarations.

 

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

3.

Public Minutes pdf icon PDF 162 KB

To approve the public minutes and non-public summary of the meeting held on 9th November 2022.

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

Minutes:

4.

Department of the Chief Operating Officer Business Plans 2023/24 pdf icon PDF 155 KB

Report of the Chief Operating Officer.

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

Additional documents:

Minutes:

The Board considered a report of the Chief Operating Officer  (COO) which presented the Business Plan for the Department of the COO for the 2023/24 Financial Year. The report also presented the Divisional Plan for the Markets Directorate.

 

Members noted that the Business Plan would be updated following a decision taken earlier in the day, by the Capital Buildings Board, in respect of the Market Co-location Programme (MCP).   Members would also receive a further update in the confidential part of today’s agenda.  

 

RESOLVED, that :

 

• The direction of travel within the Department of the COO and the associated transformation planning within the Markets Directorate be noted.

 

• The Department of the COO Business Plan for 2023/24, set out in Appendix 1 to the report, be approved.

 

• The Markets Business Plan for 2023/24, as set out in Appendix 2 to the report, be approved.

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

5.

Markets Key Performance Indicators - Interim Update pdf icon PDF 225 KB

Report of the Markets Director.

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

Minutes:

The  Board considered a report of the Markets Director which provided Members with an update on work to develop a comprehensive set of Key Performance Indicators (KPIs) for the Markets, which will support performance management and the delivery of business plan objectives.

 

RESOLVED, that –the selected KPI’s,  identified in Appendix 1 to the report, be approved for performance reporting.

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

6.

Markets Business Plan Update Period 2 - 2022/23 (August-November) pdf icon PDF 126 KB

Report of the Markets Director.

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

Additional documents:

Minutes:

This Board received a report of the Markets Director which provided an  update on progress made during Period 2 (August-November) of 2022/23, against the key performance indicators (KPIs) and key improvement objectives outlined in the Markets’ Business Plan 2022/23.

 

RESOLVED, that – the report be noted.

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

7.

Wholesale Market Risk Update Report pdf icon PDF 142 KB

Report of the Markets Director

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

Additional documents:

Minutes:

The Board received a report of the Markets Director, which provided assurance that risk management procedures in place within the Markets Division are satisfactory and meet the requirements of the Corporate Risk Management Framework.

 

Members noted that, given only two of the markets are now moving, the risk would be updated once the Private Bill had been passed.

  

In respect of the East Smithfield canopy works, Members noted that funding had not been approved.  A report of the City Surveyor was expected shortly but funding would need to be sourced. 

 

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

 

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

8.

General Manager Updates pdf icon PDF 134 KB

To receive updates from the General Managers of Billingsate, New Spitalfields and Smithfield Markets.

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

Minutes:

The Board received updates from the General Managers of Billingsgate, New Spitalfields and Smithfield Markets

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

9.

Questions on Matters Relating to the Work of the Committee

Minutes:

Members expressed disappointment in that the Christmas Auction at Smithfield Market had not gone ahead again this year.  The Markets Director explained that this is a busy event, on a  public highway.  In order to exercise full due diligence, the fee for a Temporary Event Notice and road closure is around £2,000.  The Smithfield Market Tenant’s Association  (SMTA) were not prepared to pay this, despite the City Corporation’s offer of assistance. 

 

Members felt that, whilst public safety was paramount, it was regrettable that the event had not gone ahead as it was a popular event in the City’s cultural offer at Christmas.   Members asked if there were any plans in terms of a budget provision for the event, and it was noted that ‘Destination City’ might be a possibility.   A member agreed to speak to the Chairs of Policy and the Smithfield Market Tenants Association.  

 

In concluding, the Chairman agreed that it was disappointing but endorsed the Director’s approach to risk management and asked for a situation report ahead of this year’s arrangements.

 

 

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

10.

Any Other Business that the Chairman Considers Urgent

Minutes:

There were no urgent items.

 

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

11.

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 11.

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

Paragraph

 

 

 

 

 

 

 

 

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

12.

Non-Public Minutes

To approve the non-public minutes of the meeting held on 9th November 2022.

 

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

Minutes:

RESOLVED, that - The non-public minutes of the meeting held on 9th November 2022 be approved as a correct record.

 

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

13.

Debt Arrears - Markets - Period Ending 30th November 2022

Report of the Markets Director.

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

Minutes:

The Board received a report of the Markets Director.

 

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

14.

Tenancies at Will and Assignments

Report of the Markets Director.

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

Minutes:

The Board received a report of the Markets Director.

 

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

15.

Report of Action Taken

Report of the Town Clerk.

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

Minutes:

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 in respect of the Poultry Market Surplus Declaration.

 

RESOLVED, that - the action taken by the Town Clerk, in consultation with the Chairman and Deputy Chairman of the Markets Board, be noted; ie – that the Poultry Market be declared as no longer required for market purposes’ and the Surplus decision be engaged.

 

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

16.

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

Minutes:

There were no questions.

 

 

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

17.

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

Minutes:

Two items were considered whilst the public were excluded. 

 

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

18.

Confidential Minutes

To approve the confidential minutes of the meeting held on 9th November 2022.

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

Minutes:

RESOLVED, that – the confidential minutes of the meeting held on 9th November 2022 be approved

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

19.

Markets Co-location Programme Update

Director of the Markets Co-Location Programme to be heard. 

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

Minutes:

The Markets Director was heard. 

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