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Market Management Committee Meeting Minutes - 1 October 2015


PRESENT:   

South Ward:   

Councillor J Day
Councillor R Wootton

South (Outer) Ward:   

Councillor D Howell (Chairman)

North Ward:   

Councillor T Johns

East Ward:   

Councillor Mrs R Craigie

Butcher’s Row:   

Mr M Dendle

IN ATTENDANCE:

Mr R Coombes (Town Clerk)

057  APOLOGIES FOR ABSENCE

Councillor D Brenton (South Ward – personal) and Mrs J Fisher (Market Hall). 

058  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

059  PUBLIC PARTICIPATION PERIOD

No members of the public were in attendance.

060  MINUTES

The Minutes of the Meeting held on 20 August 2015 were approved and signed as a correct record.

(Vote – For: 5,  Against: 0)

061  ACCOUNTS

It was proposed by Councillor Johns, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

062  FIRE RISK ASSESSMENT

The Chairman provided the background to changes in the law and the need for self-assessment.

The Market Administrator stated that a Fire Risk Assessment had been compiled a number of years ago and that it would be beneficial for an up to date Assessment, reflecting the change of tenants, to be commissioned that could subsequently be simply updated on an annual basis and as circumstances dictate. 

The Chairman endorsed the need for an expert evaluation; discussion followed on the individual tenants’ responsibilities in conducting their respective operations.

It was proposed by Councillor Wootton, seconded and

RESOLVED:  That a Fire Risk Assessment for the Pannier Market Complex, that can be subsequently updated in-house, is commissioned.

(Vote – For: 5, Against:  0)

063  MAINTENANCE SUPPORT PERSON – 120 HOURS

The Market Administrator advised Members that the Market Officer is often restricted in performing tasks that require two e.g. working at heights.

It was proposed by Councillor Day, seconded and

RESOLVED:  That a fully insured, qualified, self-employed trade person / people be engaged for 120 hours to support the Market Officer.

(Vote – For: 5, Against: 0 )

064  MARKET HALL TRADERS’ RENT FOR JANUARY 2016

The Market Administrator advised Members of an historical goodwill incentive that enabled market hall traders to enjoy a free trading month (January). 

Proposed by Councillor Mrs Craigie, seconded and

RESOLVED:  That the rent for the month of January 2016 is waived for those Bideford Pannier Market Hall Traders.

(Vote – For: 5,  Against: 0)

065  RENT REVIEW

The Market Administrator stated that the rent should be reviewed on an annual basis. 

Proposed by Councillor Howell, seconded and

RECOMMENDED:  That the overall rental rates remain the same for the next financial year.  That each tenant / trader is advised accordingly.

(Vote – For: 5,  Against: 0)

066  ORDER OF BUSINESS

Proposed by Councillor Wootton, seconded and

RESOLVED:  That the order of business be changed to allow agenda item 11 to be addressed before item 10.

(Vote – For: 5, Against: 0)

067  CHRISTMAS FESTIVITIES / WINTER MARKETS (FUNDING)

The Chairman drew attention to the Report from the Tourism Committee that indicated the Pannier Market Committee and Traders / Tenants should organise any Christmas Festivities.

Councillor Mrs Craigie felt this would enable Market Traders / Tenants to have more say / ownership of the programme of Events.

Other points made included:

•    Themed Events.
o    Encourage outside traders.
    Manchester’s German Market.
    Exeter’s Christmas Market.
•    Availability of 1950s coach.
o    Would need someone on the Quay to draw attention (to the coach).
•    In the past schools have not been interested.
•    Big push to promote and encourage use of the Market.
•    Importance of social media.

Proposed by Councillor Mrs Craigie, seconded and

RESOLVED: That with a total budget set at £1,500, Market Tenants / Traders are invited to approach the Council with costed ideas for organising and running Christmas Festivities / Winter Markets.

(Vote: – For: 5, Against:  0)

068  ‘DRAFT’ BUDGET 2016/2017

The Market Administrator presented the ‘Draft’ Budget for consideration by the
Committee.  Noting that the Tourism support for the responsibility for the Christmas Festivities had been withdrawn the Chairman directed that a further Promotions expenditure heading be added with a potential overspend of £2,000 on what otherwise would have reflected a balanced budget.

Proposed by Councillor Johns, seconded and

RECOMMENDED: That the Draft Market Budget 2016/2017 be supported by the Council.  

(Vote: – For: 5, Against:  0)

069  BANNER FOR THE QUAY

Mr Dendle confirmed that the last Banner had been disposed of; he holds the art work. 

It was noted that the aforementioned Banner was not able to withstand the elements.

The Chairman suggested that a sign, similar in size to those stationed at the Pollyfield car park, might be an alternative providing authority could be obtained for siting (on the Quay).  Councillor Day wondered if a “Brown sign” advertising the Historic Pannier Market could be erected on the approach to the Heywood roundabout (along the A 39);
the Chairman stated that he and the Market Administrator would approach the appropriate authorities.

070  MARKET HALL INITIATIVE

Mr Dendle brought a scale model of a pair of workshop units that had attracted favourable attention when sited in the Market.

The Market Administrator advised that there had been no response to the Public Notice inviting Tenders to build the Units. 

The Chairman believed that the timescale had been somewhat tight.  Mr Dendle indicated that there was no rush, however, the impetus should not be lost.

The Chairman felt that the three organisations that had been sent the Tender document should be invited to Tender but without a specific date / time period.

Mr Dendle emphasised that the main aim was to provide working areas in the first instance with a subsequent opportunity for trade.  He believed that there was no need to rush the Project cautioning that it needed to be executed properly. The Chairman agreed believing that the quality should not be compromised.

Councillor Mrs Craigie felt that on completion a big opening should be considered.

The Chairman reaffirmed that the Market Administrator should again approach the three organisations to Tender but without a tying them to a specific timeline.

071  HOPPER BUS

Members expressed concern at the recent trimming of the local bus services generally and the Hopper Bus in particular. 

072  ALTERNATIVE USES FOR THE MARKET HALL

Councillors Day, Wootton and Howell spoke of the merit of hosting a beer festival / food and drink event, perhaps with music.

073  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Wootton, 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; the tenants / traders were instructed to withdraw.

(Vote – For: 5, Against: 0)

PART II (CLOSED SESSION)

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

N/A

075  UPDATE ON RENT ARREARS

The Market Administrator advised that there were two tenants who were just short of their monthly payment.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.45 pm.












 














 




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