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Market Management Committee Meeting Minutes 14 March 2013



PRESENT:

North Ward:   

Councillor D C Fulford (Chairman)
Councillor Mrs M P Fulford

South Ward

Councillor D G Brenton
Councillor P Pester (Substitute for Councillor Langmead)
Councillor R I Wootton

IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
6 x Market Traders/Tenants
6 x Members of the Public

131 APOLOGIES FOR ABSENCE

Councillor M Langmead (East Ward - personal).  Post meeting, Councillor D Howell (East Ward – time change).

132 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest at this time.

133 MINUTES

The Minutes of the Meeting held on 31 January 2013 were approved and signed as a correct record.

(Vote – For: 4, Against: 0, Abstention: 1)

134 PUBLIC PARTICIPATION PERIOD

There was no public participation.

135 CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Fulford, 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: 5, Against: 0)

PART II (Closed Session)

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

Members had previously been advised that five tenants had given notice to quit their respective tenancies: Unit 1a, 1, 6, 15/16 and 18.    Presentations were received from nine parties.

Proposed by Councillor Pester, seconded and

RESOLVED:  That tenancies be appointed, on vacation by current tenants, as follows:

a.    Unit 1a
   
    Mrs T Somers – floristry.

b.    Unit 1

    Mrs F Sylvester – local fish sales/kitchen and home goods.

c.    Unit 2

    Victoria Lindo    - craft/workshop.

d.    Unit 6
   
    Mrs J Waterton – hand knitted items.
   
e.    Unit 7
   
    Mr B Smith and Ms J Hallesy – New and second hand garden tools.

f.    Unit 15/16
   
    Mrs F Balfour and Mrs F Jones – arts and crafts.
   
g.    Unit 18

    Mr T Moore – general household ware.

    (Vote – For: 5,  Against: 0)

Councillors Mrs Fulford and Wootton left the Meeting.

137 UPDATE ON RENT

The Market Administrator advised Members that a tenant with rental arrears had provided a proposal to clear the debt.

Proposed by Councillor Brenton, seconded and

RESOLVED: That the proposed payment plan is accepted.
(Vote – For: 3, Against: 0)

138 RETURN TO OPEN SESSION

Proposed by Councillor Fulford, seconded and

RESOLVED:  That the Meeting return to Open Session.

(Vote – For: 3, Against: 0)

139 ACCOUNTS

It was proposed by Councillor Pester, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 3, Against: 0)

140 ITEMS BROUGHT FORWARD BY THE CHAIRMAN

No items were brought forward by the Chairman.

The Chairman confirmed that Members were content to continue with the Meeting following three hours of business.

141 MARKET ADVISORY COMMITTEE

The Chairman referred Members to the Minutes of the Meeting held on 21 February 2013.  The Market Administrator highlighted those recommendations for the Market Management Committee’s consideration.

a. 029. – Merger of the Market Advisory Committee with the Market Management Committee.

The Market Administrator indicated that should the Members be mindful to merge the two market committees Appendix A to Standing Orders would need to be updated and presented for consideration to the Town Council.

The Chairman believed that a precedent had been set with the Allotment Committee where councillors and tenants made up the Membership.

Councillor Brenton felt that it was not the same.  Councillor Pester stated that the Pannier Market was a business and needed to be run as such.  Councillor Brenton felt that if it was the will of the Council the combined committee should be trialled for a year in the first instance.  He also believed that a briefing document be raised for consideration at the next meeting of the Committee.

Councillor Pester agreed to work with the Chairman and Market Administrator in preparing terms of reference document for the next Meeting to be held on 25 April 2013.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the item be placed on the Agenda for the Meeting to be held on 25 April 2013.

(Vote – For: 3, Against: 0)

b. 030. – request for the “ring fence” of unspent budgeted advertising monies for use in the financial year 2013/2014.  Consider and resolve upon producing and distribution a Pannier Market Complex advertising leaflet.

Members discussed the leaflet that was published last year highlighting the merit of its generic content.  Amendments to photographs would be made including those on the first page and removal of those no longer relevant to the Complex; “hire of the hall” needed to be improved upon.  It was felt that both the publisher and distributer should be retained. 

Proposed by Councillor Fulford, seconded and

RESOLVED:  That those monies allocated for advertising during the financial year 2012/2013 which remain unspent be made available in the financial year 2013/2014.  That the Market Administrator liaise with Mrs Rosemary Rodgers and engage Jamaica press and Publicity South West to supply and distribute 50,000 leaflets. 

(Vote – For: 3,  Against: 0)

c. 031. – request for financial support of an Easter Event in the Market by providing £400.00 from the General Administration Budget.

Members reviewed the detail provided by Mrs Wade.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That funding up to £400.00 be made available; risk assessments/public liability insurance need to be in place.

(Vote – For: 3,  Against: 0)

d. 032. – Love your Local Market – Bristol Roadshow. 

Councillor Fulford indicated that both he and Councillor Mrs Fulford would attend.  They would liaise with Mrs F Balfour and Mrs F Sylvester who had indicated a wish to attend.  Mrs Rodgers and Councillor Brenton had suggested a commitment to attend.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Market Management Committee support the event by reimbursing the cost of two cars to the event.

(Vote – For: 3,  Against: 0)

142 SINK/KITCHEN UNIT INSTALLATION

The Market Officer provided three quotations for establishing a sink/kitchen unit.  He spoke on the improvement to the Market facility.  He stated that he had taken advice from the District Council Food and Safety Manager.  He believed the facility would lend itself to demonstrations but should not be used by any one trader.  Discussion followed on sink unit options and the plumbing/electrical installation.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Pine Centre be invited to provide the sink/unit installation at £2,458.00 inc VAT.  That the Market Officer obtain updated quotations for the electricity/plumbing work for the Meeting to be held on 21 April 2013.

(Vote: – For: 3, Against: 0)

143 BUTCHER’S ROW FESTIVE LIGHTING MONIES

The Market Administrator reappraised Members on the Festive Lighting Funding advising that £120.00 had been received from six tenants.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the monies be returned to the respective tenants.

(Vote: – For: 3, Against: 0)

144 LOVE YOUR LOCAL MARKET 2013: 15 – 29 MAY 2013

Given attendance by some Members to the Bristol Road Show it was agreed that the Agenda would be addressed at the Meeting to be held on 21 April 2013.

Proposed by Councillor Fulford, seconded and

RESOLVED:  That the item be placed on the Agenda for the Meeting to be held on 21 April 2013.

(Vote: – For: 3, Against: 0)

145 HOBBYIST INSURANCE

At the last Meeting Members having received information provided by a broker requested that the Market Administrator question other Markets on the use of Hobbyist Insurance.  Having spoken to a number it was quite apparent that this was not an initiative used.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the initiative is no longer pursued.

(Vote: – For: 3, Against: 0)
 
146 VAT STATUS

The Market Administrator advised that the Market Hall building was not VAT registered.  He indicated that while VAT was charged (to the Council) on electricity consumption the Council could not reclaim it against the electricity used by the Tenants in Butcher’s Row.  He advised Members on the modest “loss” largely incurred but for one Unit, where consumption (in excess of thirty three kilowatt hours per day) took the VAT charged overall from five to twenty per cent.  He indicated that should the Council elect to change the VAT status of the building it would have an impact upon everyone receiving a service from within the Hall.  A VAT contribution could not be equitably introduced to an individual’s rent.  He spoke on a meeting with Western Power who will provide a report on the feasibility of providing each unit with direct power but the Unit with greatest consumption in particular. 

Members agreed that the item would be revisited once the report had been received from Western Power.

147 MARKET ADMINISTRATOR’S REPORT

There was no report.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and the Meeting concluded at 5.23 pm.



 




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