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Market Management Committee Meeting Minutes - 21 January 2016


PRESENT:   

North Ward:   

Councillor T Johns

East Ward:   

Councillor Mrs R Craigie
   
South Ward:   

Councillor D Brenton (Chairman)
Councillor J Day
Councillor R Wootton

Butcher’s Row:   

Mr M Dendle

Market Hall:   

Mrs J Fisher

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)

102  APOLOGIES FOR ABSENCE

Councillor Howell (South (Outer) Ward – personal).

103  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

104  PUBLIC PARTICIPATION PERIOD

No members of the public were in attendance.

105  MINUTES

The Minutes of the Meeting held on 10 December 2015 were approved and signed as a correct record.

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

106  ACCOUNTS

(Councillor Day joined the Meeting.)

It was proposed by Councillor Mrs Craigie, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5 , Against: 0)

107  PANNIER MARKET POLICY REFRESHMENTS

The Market Administrator suggested that the Policy which was clear for Market Hall, Market Day trading should be reviewed in the light of potential specialist Food Events, including the Valentine’s Market scheduled for 13 February 2016.  He felt that where the Hire agreement provided the opportunity to negotiate the Café facility / leaseholder, the Hirer should have the option to introduce alternate tea / coffee arrangements.

The Chairman spoke of the Café as an important asset to the Market Hall, which needed to be upheld and maintained in order for it to remain viable.  It was important Members of the Public had recourse to the facility.

Councillor Mrs Craigie spoke of the Tourism Committee initiative to organise a Taste of Torridge Event where potential traders may wish to sell specialist teas; she indicated that there should be a means to accommodate them.

The Chairman indicated that the Market Administrator and the Café Leaseholder discuss the options to safe guard the Café’s interests but maximise the opportunities for the Market.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the item is deferred until the next Meeting following discussion between the Market Administrator and the Café Leaseholder.

(Vote – For: 5 , Against: 0)

108  VALENTINE’S MARKET – 13 FEBRUARY 2016

Members noted that as part of Bideford’s St Valentine’s celebrations, a special market has been organised in the Pannier Market Hall.  Sarah Logan, founder of the Instow Kitchen - a small gluten free bakery that has recently been trading from the Market - has coordinated the Event which will see stalls with meat, game and fish, luxury bath bombs, jewellery, gluten free love cakes as well as the regular stall holder’s items.   Sixteen stalls have been booked in addition to the regular Saturday stallholders, however, it is expected more to join.  A band has been booked from 10:30 am until 12 noon with the potential for more to follow.

109  MARKET LEAFLET – 2016 / 2017

The Market Administrator advised Members of the following costs:

Publicity South West:

Distribution costs for this year.
 
25,000 = £592.5 at £23.70 per thousand
50,000 = £1160 at £23.20 per thousand

Take One Media Ltd:

A display in Supermarkets in Bideford, Okehampton and Tiverton (2) – display in attractions in North Devon such as Exmoor Zoo and Milky Way and also order fulfilment to Devon Guesthouses/BBs and TICs.

This would require 12,000 leaflets and the cost would be £400.00 plus VAT.

If you wish to add in Exeter supermarkets then the cost would be £550.00 plus VAT and we would need 15,000 leaflets.

If you just wish to book North and Mid Devon stores then the cost for the season would be £250.00 and require 8000 leaflets.

Lazarus Press:

160 gsm x 50,000 x A4 x folded to DL (as per sample) £1251.

It was proposed by Councillor Mrs Craigie, seconded and

RESOLVED:  That Publicity South West are engaged to distribute 25,000 leaflets while the 12,000 leaflet option is secured with Take One Media Ltd at £592.50 and £400.00 + VAT respectively.

(Vote – For: 5 , Against: 0)

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That Lazarus Press are engaged to print 40,000 leaflets.

(Vote – For: 5 , Against: 0)

110  COMMITTEE TRADERS / TENANTS

Mr Dendle updated Members:

•    On the rehabilitation of Mrs Riley.
•    Steam cleaning of the pavement from the Joiners’ Arm to the Fishing Tackle Shop, Angler’s Heaven (following a request from a tenant to DCC).
•    The arrival of Janice Glover, Contemporary fine art, in Unit 18.
•    A request had been received from a fellow Butcher’s Row Tenant for permission to hang an Art Installation above head height (in Butcher’s Row).
o    While not averse to the idea the Chairman stated that the Committee should have an indication of what is being considered.

Members considered the vacant tenant /traders Market Management Committee positions.  It was noted that elections are ordinarily staged following the Annual Town Council Meeting.

111  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Brenton, 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)

SUSPENSION OF STANDING ORDERS

Proposed by Councillor D Brenton, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow Mr Dendle to remain in his capacity of designer and consultant to the Market Hall Unit Initiative.

(Vote – For: 5, Against: 0)

PART II (CLOSED SESSION)

112  MARKET HALL WORK SHOP UNIT INITIATIVE

The Chairman referred to the recommendation from the previous Meeting advising that he had spoken to Petroc, who no longer have a Project Manager and could not, therefore, have an involvement in the Shop Unit Initiative.  However, he advised that they do instruct tradesmen who do need experience.

He continued with detail of a site Visit including Mr Dendle and a representative from Shed Scene.  He indicated that the opportunity provided for a cost effective means to secure the originally planned eight units.

Members had sight of their quotation for the supply and erection of Workshop / Studio units (comparison costs had also been provided).

Mr Dendle reiterated that the original idea had been to purchase sheds and that it had proved prudent to revisit given that alterations to the bespoke specifications had diminished the product; the alternate (shed) was within budget and the sensible option.

He noted that at a slightly increased cost it would prove expedient to invite the firm to fire proof the items; the Chairman concurred.  In addition quotations will be obtained to facilitate the Electrical installation.

The Chairman felt that a lot of work had gone into the process, every avenue had been explored and the bespoke option had proved to be a lot more than had been envisaged.

Discussion followed over the aesthetics and practicalities of the doors, position of the clock and priority of the artisan over the retail set up.

The Chairman and Mr Dendle felt that due diligence had been served in the process that could see the completed installation by Easter (this year).

Proposed by Councillor Brenton, seconded and

RECOMMENDED: That

•    Shed Scene be invited to supply and construct units at a cost of £13,350 (noting increase for fire-proofing).
•    Funding is made available to include:
o    Fire extinguishers and smoke alarms.
o    Electrical installation: sockets, cabling, meters, consumer units and meters.
o    Painting and decoration.
o    Promotion.

(Vote – For: 5, Against: 0)

Members noted that Shed Scene require a deposit of 50% of the order value (£6,675.00) to proceed with the order.

(Mr Dendle left the Meeting.)

RETURN TO STANDING ORDERS

Proposed by Councillor D Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 5, Against: 0)

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

Members considered nine applications for the Tenancy of 25 Market Street, effective from 1 February 2016.  They noted the variety and suitability of the high standard in submissions.

Proposed by Councillor Day, seconded and

RESOLVED: That Sarah Logan be invited to accept the Tenancy.

(Vote – For: 5, Against: 0)

114  UPDATE ON RENT ARREARS

The Market Administrator confirmed that assurances had been provided regarding outstanding rental arrears.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.02 pm.
















 














 




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