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Market Management Committee Meeting Minutes 25 April 2013


 


PRESENT:
   
North Ward:   

Councillor Mrs A Brenton (Substitute for Councillor D Brenton
Councillor D C Fulford (Chairman)
Councillor Mrs M P Fulford

East Ward

Councillor M Langmead
Councillor D Howell

IN ATTENDANCE:

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

148 APOLOGIES FOR ABSENCE

Councillor D G Brenton (South Ward – illness).

149 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest at this time.

150 MINUTES

The Minutes of the Meeting held on 14 March 2013 were approved and signed as a correct record.

(Vote – For: 4, Against: 0)

151 PUBLIC PARTICIPATION PERIOD

A member of the public expressed her belief that there was not enough time to properly engage in the National Love your Local Market campaign.  She stated that the NABMA website had a great deal of information on the initiative. 

152 ACCOUNTS

Following questions and observations on the presented accounts Councillor Mrs Brenton stated that the information should be provided prior to the Meeting, with the reports. She believed that it was bad practise and made reference to the Audit Commission.

It was proposed by Councillor Langmead, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 4, Against: 0)

153 ITEMS BROUGHT FORWARD BY THE CHAIRMAN

No items were brought forward by the Chairman.

154 MARKET ADVISORY COMMITTEE

The Chairman referred Members to the Draft Minutes of the Meeting held on 4 April 2013.  The Market Administrator highlighted those recommendations for the Market Management Committee’s consideration.

(Councillor Howell arrived.)

• 034 – Storage Units/fixtures/fittings – secure provision for repeat use of event items.  Mr Gurler referred to a meeting with the Chairman of the Market Advisory Committee and the storage limitations within the Market Hall, exacerbated during the Kenwith Company of Archers Winter season training.

Proposed by Councillor Howell, seconded and

RESOLVED:  That funding up to £150.00 is made available to purchase storage boxes and associated equipment.

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

• 035 – Love your Local Market (LYLM) – engage in national campaign.  Councillor Fulford spoke on the visit to St Nicholas Market, Bristol.

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow Mrs Rodgers to address the Meeting.

(Vote – For: 5, Against: 0)

Mrs Rodgers had provided a report of her experience at the St Nicholas Market from which she raised various points.

• Food is key to underlying success of any market.  It must by good, cheap and varied. It must cost less than a single person could prepare it for at home and there must be variety. Food gets crowds in to dwell and browse.
• Local history should be exploited and promoted to locate the market.
• Close vetting for the recruitment of the 'right traders' is essential.
• Attention paid to the tidiness and housekeeping to generate a pleasant and well cared environment for trading.
• Bristol council works in partnership with all stakeholders that participate in the goal of making Bristol a destination, i.e. unreasonable clashes of market trading events are avoided by astute licensing.
• Night markets with plenty of food traders and entertainment are becoming Big Scene. Bristol are launching this and assessing the value of the project. 'Keep Sunday Special' also another innovative launch and involves family friendly events for Sunday afternoons. Hosted a Lamborghini & Italian Cars event through wheeling out well established street market facilities. These programmes of events are set to expand.
• Graham Wilson, Chief Executive of NABMA spoke on LYLM and presented details of merchandising for the project
o all available through their website.
• A speaker responsible for co-ordinating the City's promotional material described involvement with stakeholders. Speaker mentioned that when she asked market traders what they most wanted on their list of promotional projects they all said decorative lighting. Examples of printed material all showed innovative ways of locating retail in the City within historical context. Speaker clearly demonstrated the dividends to be harvested from investment in quality artwork for promotional products.

She further advised that NABMA would be holding a conference aimed at councillors with market responsibilities.

Councillor Howell shared the belief that linking of events was important, working with other groups, for the benefit of the Market and Town.  He spoke about holding two winter fairs and the preparations for a Heritage Day to be held on 29 June 2013.

The Market Administrator referred members to the recommendation from the Market Advisory Committee that they “advertise and support the LYLM 2013 campaign.”  He referred to his attendance at the NABMA conference where other Markets had provided stalls free for new traders and made reference to the National Market Traders Federation initiative last year to provide insurance cover for those new to market trading.   

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED: that Bideford Pannier Market is registered to take part in the Love your Local Market Campaign 15 – 29 May 2013.  Advertisements are placed offering a free taster stall to new traders to the Bideford Pannier Market, during the period.

(Vote – For: 5, Against: 0)

A member of the Public spoke about the LYLM web pages advising that a poster could be downloaded and printed.

• 036 – Blackboard Signs – to be fixed to the Market building.  Councillor Fulford spoke in terms of the placement of the boards and described their usage.  He advised that he would be liaising with Mrs Balfour and the Conservation Officer.  Councillor Langmead volunteered to liaise with the Conservation Officer, as well.

Proposed by Councillor Howell, seconded and

RESOLVED:  That subject to conservation approval £100.00 be made available to support the project.

(Vote – For: 5,  Against: 0)

• 037 – 25 May 2013 – provision of £40.00 to cover musician cost on Bank Holiday Saturday.

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED:  That £40.00 is made available to cover the cost of a musician on Bank Holiday Saturday, 25 May 2013.

(Vote – For: 5,  Against: 0)

RETURN TO STANDING ORDERS

Proposed by Councillor Langmead, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 5, Against: 0)

155 SINK/KITCHEN UNIT INSTALLATION

The Market Administrator reminded members of the resolution made at minute number 142 during the Meeting held on 14 March 2013.  He advised that although a resolution had been made further information and quotations were needed in order to process the project. 

Discussion followed where concern was expressed at the time taken to date and the apparent lack of cohesion.  The Market Officer spoke on the evolvement of the plan; Councillor Fulford asked if a package could be put before the Committee at the next meeting and, on confirmation from the Market Officer, stated that it would be placed on the Agenda.  He further stated he would work with the Market Officer; Councillor Langmead too extended an offer of help.

156 MARKET COMMITTEE MERGER

The Members had received the proposed Committee Structure for future Market Management Committee Meetings that would see the merger of the Market Management and Market Advisory Committees.

Proposed by Councillor Mrs Brenton, seconded and

RECOMMENDED:  That the proposed Market Management Committee Structure, be adopted, for a period of twelve months.

(Vote – For: 5,  Against: 0)

157 UPDATE PANNIER MARKET WEBSITE PAGES

The Market Administrator advised the Members on the quotation, that they had received from the Council’s website technician, on updating the Pannier Market pages with details, including photographs and copy, on the Market Tenants.

Proposed by Councillor Howell, seconded and

RESOLVED:  That the quotation of £450.00 is accepted and that Mr Jones be invited to complete the work.

(Vote: – For: 5, Against: 0)

158 VAT STATUS

The Market Administrator referred members to documentation received from Western Power Distribution and established the position of the Market Hall’s VAT Status, the demand in electricity that took the Council’s bill into higher rate of VAT and the implications of a change in status that would see the recovery of VAT payments from tenants and traders.  He spoke of the merits in facilitating the connection of an independent electricity supply to Units 8 – 11 for all parties.

Discussion developed on the technical aspects of supplying three or one phase supply with the result that Councillor Langmead volunteered to make a site visit with an electrician.

Proposed by Councillor Langmead, seconded and

RESOLVED:  That Councillor Langmead and the Market Administrator conduct a site at the Pannier Market Hall with an electrician.

(Vote: – For: 5, Against: 0)

159 WATER INGRESS QUOTATIONS

Members had received three quotations to address the water ingress issues experienced, especially during heavy downpours in Butcher’s Row following the withdrawal of Mr K W Scott.  Councillor Langmead explained that both he and Councillor Pester had reviewed the roof.

Proposed by Councillor Langmead, seconded and

RESOLVED:  That HBM be invited to affect various repairs to the existing roof as detailed in their quotation.

(Vote – For: 5,  Against: 0)

160 MARKET ADMINISTRATOR’S REPORT

There was no report.

161 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)

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

The Market Administrator advised members he had received correspondence stating that Mrs Sylvester was unable to confirm a commitment to Shop Unit 1.

Proposed by Councillor Howell, seconded and

RESOLVED: That a letter should be sent to Mrs Sylvester withdrawing the offer of Unit 1 with immediate effect.

(Vote – For: 5, Against: 0)

Two new requests for Units and a request to exchange a unit were considered by the Members.  Presentations were received from two parties.

Proposed by Councillor Fulford, seconded and

RESOLVED:  That tenancies be appointed as follows:

a.    Unit 1
   
    Mr T J Hill – retro style confectionery and associated products.

b.    Unit 12 (once vacated)

    Mr R Croft – general items of interest including bric-a-brac, games and electrical goods.


163 UPDATE ON RENT

The Market Administrator advised Members that the tenant with rental arrears had been working to the payment plan.  He advised that a further tenant who had stopped their standing order had yet to make payment for April 2013.  The Market Officer will ensure collection of the outstanding payment.

164 VARIATION OF TRADING ACTIVITY

The Market Administrator told Members that he had sought advice from NABMA, the Conservation Officer, a Planning Officer and the Corporate Service Manager from TDC regarding a tenant who is now trading in a significantly different area/discipline in tandem with their original remit. Although the Tenant had registered their intention with the Food and Safety Department in TDC in November 2012 and been inspected by them in January 2013 no application to the Council or planning application for change of use/class had been submitted.  He advised members of the relevant clause in the Tenancy Agreement:

“Not without first obtaining the Landlord’s consent and all permissions and consents required by law to cause or permit at any time during the tenancy any such material change in the use of the shop as may be deemed to amount to development within the meaning of the Town and Country Planning Act 1990 or any statutory modification or re-enactment thereof”

Proposed by Councillor Langmead, seconded and

RESOLVED: That the Tenant be advised to cease trading in the new enterprise immediately given that it is materially different to their original mandate and that an application for change of use/class has to be submitted.  They are invited to submit an application to the Market Management Committee.

(Vote – For: 5, Against: 0)

The Market Administrator advised of a further tenant who again had introduced a line materially different from their original application.

Proposed by Councillor Langmead, seconded and

RESOLVED: That the Tenant be advised to cease trading in the new enterprise immediately given that it is materially different from their original application.  They are invited to submit an application to the Market Management Committee.  All Tenants must be mindful to adhere to their original agreement.

(Vote – For: 5, Against: 0)

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and the Meeting concluded at 8.25 pm.




 




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