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Market Management Committee Meeting Minutes 5 July 2012


Minutes of the Market Management Committee Meeting held in the Council Chamber, Town Hall, Bideford, on Thursday 5 July 2012 at 6.05 pm

PRESENT:
North Ward:   
Councillor D C Fulford
Councillor Mrs M P Fulford
East Ward:
Councillor D Howell
South Ward:
Councillor D G Brenton

IN ATTENDANCE:
Mr R D G Coombes (Market Administrator)
Mrs R Rodgers
3 x Market Traders/Tenants
3 x Members of the Public

017 APOLOGIES FOR ABSENCE

Councillor M Langmead (East Ward – Council business)

018 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest at this time.

019 PUBLIC PARTICIPATION PERIOD

A tenant spoke on the scheduling of the Arts, Crafts and Collectables Market to be held on Saturday, 28 July 2012 and the intention to promote future events.

020 MINUTES

The Minutes of the Meeting held on 7 Jun 2012 were approved and signed as a correct record.

(Vote – For: 3, Against: 0, Abstention: 1)

021 BUSINESS OPPORTUNITIES AND FARMA

Mrs Rosemary Rodgers addressed the Committee on items she had first introduced at the Market Advisory Committee Meeting on 3 May 2012.  She revisited her initiative of a Business Start Up Event talking about a rent reduction incentive in the Market Hall for the first quarter of 2013 to encourage new stall holders and benefit those current stall holders up to the Easter break.  She spoke on her correspondence with North Devon +, Petroc, Torridge District Council (TDC) and the Chamber of Commerce on the benefits of the Market and looking for support in its regeneration in line with the Portas Report.

North Devon + intimated a vibrancy in the (Market) retail environment indicating various avenues and links including: Prince’s Trust, Enterprise Clubs, Business Start Up, Bridge Trust, Female only Business Work Shops and Workshops for existing business people.

The Bideford Chamber of Commerce would welcome attendance from a (Market) Councillor at their future meetings.  They had suggested that the needs of the Market should be identified – a list to improve regeneration in the Market e.g. insulation/availability of water in the Shop Units – for a presentation to obtain funding streams.  The Chamber is happy to share ideas and also welcomed a specific “Market” Meeting.

Mrs Saunders, Torridge District Council Special Projects Officer, was keen on the Business Opportunity Event.  She had advised that funding was available for Start Up and indicated that she was open to help both financially and logistically.

Mrs Rodgers felt that to properly explore and pursue the opportunity a Working Group should be created; access to printing facilities and support for a big promotion would be required.

Councillors Howell and Brenton spoke on funding and building a “Business Case”.

Mrs Rodgers then spoke on FARMA (National Farmers’ Retails & Market Association) with a view to introducing a Farmers Market within the Market Hall.  She advised that the Association represents 700 members which represent 800 retail outlets in the UK; the Farmers’ Markets in the UK are ploughing £220m back into the local economies – the future is regarded as very good.

She highlighted the importance of certification in generating customer confidence – the cost to traders is ten pounds a month –with the Organiser being advantaged in building up the numbers; those trading in the Market would be made easily identifiable.  Promotion would be vital for the first time including some editorial.  Regulations would need to be drafted.  A survey of potential participants would need to be organised including what produce, where the trader is based and when available.  Mentoring would be available (through the Association.)  Mrs Rodgers stressed the importance of the process: research, survey and identify.  She believed that a Working Group would need to carry this work ahead.

Councillor Brenton expressed concerns with a Farmers’ Market already being held on the Quay but endorsed the need for a Working Group to set the work in motion.  Councillor Fulford asked how often the Market would be trading – Mrs Rodgers, having investigated when similar markets traded in the locality indicated that the third Saturday of the month would be most favourable.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Market Advisory Group set up a Working Group to explore the Business Opportunities and FARMA initiatives.

(Vote – For: 4,  Against: 0)

022 SIGNAGE

Members discussed the importance of advertising the disabled access to and the toilet facilities within the Market Hall.

Councillor Howell spoke on the restriction of advertising on Lamp Posts citing distractions, proximity to roads, the age and condition of said lamp posts.  He gave an indication of costs for Banners; he would though investigate banner/art work relating to the Market.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That signs advertising Disabled Access and toilet facilities in the Market Hall be obtained.

(Vote – For: 4,  Against: 0)

023 HIRE OF MARKET HALL – PAYMENT STRUCTURE

The Market Administrator having researched the hire cost of a number of public facilities in the local area indicated to Members the general hire cost that had been adopted in recent years.

Councillor Howell indicated that cost headings should differentiate the Community, Clubs/Organisations and Commercial interests

Councillor Brenton felt that before a resolution could be made the Committee should have an indicator of what is charged by others by way of a comparison to help inform their decision.

024 HIRE OF MARKET HALL – REQUESTS

The Market Administrator advised that Mr Pearce and Mr McAllister wished to Hire the Hall on Sunday, 26 May 2013.  They will be staging the North Devon Model Railway Show 2013 and raising funds for Amigos Children’s Charity.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Mr Pearce and Mr McAllister are invited to Hire the Hall on 26 May 2013 at a cost of £50.00.

(Vote – For: 4,  Against: 0)

The Market Administrator advised that a request had been made to stage the annual Bideford and District Cacti & Pot Plant Club on Sunday 5 August 2012 in the Market Hall.
Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Bideford and District Cacti & Pot Plant Club are invited to hire the Hall on 5 August 2012 under the same terms enjoyed in August 2011 (at a charge of £180.00).

(Vote – For:  4, Against:  0)

The Market Administrator advised that the Kenwith Company of Archers had indicated that they should like to Hire Market Hall for Winter Season: September 2012 - 2013.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Kenwith Company of Archers continue the hire of the Pannier Market Hall from September 2012 under the same terms enjoyed during the 2011 to 2012 season.

(Vote – For: 4, Against:  0)

025 AUTHORITY TO BOOK MARKET HALL - MARKET ADMINISTRATOR

The Members felt that the Authority for the Market Administrator to take bookings for the Market Hall be deferred until the payment structure is resolved.

026 NABMA ANNUAL CONFERENCE: 16 – 18 SEPTEMBER 2012

Members had had sight of the itinerary for the NAMBA Annual Conference to be held in Harrogate, 16 – 18 September 2012.  The Market Administrator highlighted the merits of a number of the Conference items.

Proposed by Councillor Fulford, seconded and

RESOLVED:  That the Market Administrator attend the Conference and that the travelling expenses and subsistence costs be met by the Council.

(Vote: – For: 4, Against: 0)

027 WINTER FAIRS

Councillor Howell spoke on holding two Winter Fairs one on All Saints Day and the other on Saint Valentine’s Day with a view to attracting craft people and involving the Bideford 500.  He did not wish the first to clash with the Christmas Lights Switch On Event (he favoured early November) but would like it to include a family element.

He asked that the Market Advisory Committee discuss the potential at their next meeting; he would contact the Bideford 500 and look to raise monies.

028 CAR PARK ADVERTISEMENTS

The Market Administrator advised Members fourteen Torridge District Council car parks would be displaying town centre maps with advertising space surrounds.

The Local Map Company Ltd has offered two years at £300.00 per annum for a “8 x 4” advert.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the offer of £300.00 per annum, for two years is accepted for a 8 x 4 advert and that an “eye level/to right hand corner” situation is requested.

(Vote – For: 4,  Against: 0)

029 COACH TOURS UK MAGAZINE – ADVERTISEMENT

The Members had been provided with information regarding placing an advertisement in the Coach Tours UK “Christmas” Magazine; they decided not to pursue.

030 MARKET ADMINISTRATOR’S REPORT

A Charity Stall in August in support of Book Relief may provide an opportunity for a Book Fair in December.

031 ACCOUNTS

It was proposed by Councillor Fulford, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 4, Against: 0)

032 CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor, seconded and

RESOLVED: That in view of the confidential nature of the business about to be discussed, it is advisable, in the public interest, that the public be excluded for the remainder of the meeting; they were instructed to withdraw.

(Vote – For: 4, Against: 0)

PART II (Closed Session)

033 TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

Following a presentation by Felicity Sylvester, director of Brilliant Fish (Community |Interest Company) it was proposed by Councillor Fulford, seconded and

RESOLVED:  That Felicity Sylvester be allocated Shop Unit 5, Butcher’s Row, Unit effective from 16 July 2012.

(Vote – For: 4,  Against: 0)

034 UPDATE ON RENT

There were no issues to be raised.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and the Meeting concluded at 7.55 pm.


Signature of Town Mayor:……………………………………  Date:……………………...........


Signature of Chairman:………………………………....  Date:………………………......


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