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Market Management Committee Meeting Minutes - 2 March 2016


PRESENT:   

North Ward   

Councillor T Johns

East Ward:   

Councillor Mrs R Craigie
   
South Ward:   

Councillor D Brenton (Chairman)
Councillor R Wootton

South (Outer) Ward   

Councillor D Howell
   
Butcher’s Row   

Mr M Dendle

Market Hall   

Mrs J Fisher

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
Mr A Gurler (Market Officer)
6 x Traders / Tenant
2 x Public

115  APOLOGIES FOR ABSENCE

Councillor J Day (South Ward - work).

116  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

117  PUBLIC PARTICIPATION PERIOD

There was no public participation.

118  MINUTES

The Minutes of the Meeting held on 21 January 2016 were approved and signed as a correct record.

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

119  MATTERS ARISING

No matters were raised.

120  ACCOUNTS

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

121  PANNIER MARKET POLICY REFRESHMENTS

The Market Officer and Mrs Fisher confirmed discussion on the policy for tea and coffee beverages within the Market Hall:

a.   Market Trading Days:  tea and coffee exclusively sold by the Pannier (Market) Gallery Café.
b.   Private Market Hire (outside Market Trading day / hours):  Hirer can make arrangement / agreement with Gallery Café or make alternate arrangements.
c.   Events where food / drink specialists / traders are engaged:  If held on Market Trading Days – tea and coffee exclusively sold by the Cafe.

Councillor Howell confirmed that the beverage restriction applied to tea and coffee only.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That tea and coffee beverages are sold exclusively by the Pannier Gallery Café on Market Trading Days (including when food / drink events are arranged).  Those hiring the Market Hall negotiate with the Café leaseholder but also retain the right to make alternate arrangements (regarding the provision of tea and coffee).

(Vote – For: 5, Against: 0)

122  COMMITTEE TRADERS / TENANTS

Mr Dendle announced that he was standing down as the Butcher’s Row Market Management Committee representative.

The Chairman accorded thanks and appreciation to Mr Dendle for committing to and fulfilling his Committee role.  He also noted the time and work that he had given to the Work shop initiative and leaflet production.

Noting that there remained a vacancy in representation from both the Market Hall and Market Street shops the Chairman indicated that volunteers should be sought and elected, including from the newly appointed Market Hall tenants before the next Meeting, scheduled for 14 April 2016.

123  MARKET HALL WORK SHOP UNIT INITIATIVE

The Chairman led discussion on opening hours, trading days and the responsibility of opening, closing, security and working with the Market Officer’s hours.  Councillor Howell indicated that while access could be provided on a Monday it would be a non-trading day; Tuesdays through to Saturdays would see the core opening hours.  Mr Dendle concurred, believing it to be the sensible option although he opined that many visited Butcher’s Row on a Monday.

The Chairman indicated that in its embryonic stage the initiative would be reviewed at each Market Management Meeting to alleviate any teething problems and make any adjustments / improvements as necessary.

Further discussion on the Market Hall access saw the Market Administrator as the point of contact for entry on a Monday.

SUSPENSION OF STANDING ORDERS

Proposed by Councillor D Brenton, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow Members of the Public to address the Meeting.

(Vote – For: 5, Against: 0)

The Members, and those in attendance, viewed the area where the Units would be sited.  It was noted that the Kenwith Company of Archers would lose one target lane; the Market Officer would confirm with them the unavailability of the Hall during the week beginning 14 March 2016 when the installation work would be carried out.  It was confirmed that the Clock would be removed prior to the works and a decision on where to hang it would be made subsequently.

Discussion followed on revising the number of stalls, their positioning, extending the number of trading days and reviewing the practise of goods remaining, unattended in the Market Hall.

Mrs Hills did not advocate the covering of stalls indicating that if the Market was open on additional days, different traders may wish to take up the opportunity to trade.

Mr Hills observed that it was a privilege and not a right that allowed traders to leave their wares unattended.

Mr Woods, concurred noting that it was somewhat depressing when observing visitors who would turn away and not enter the Hall on sighting the covered stalls.

Councillor Howell championed the “new beginning”, a five day trading Market open for business.  Traders would no longer be able to cover their merchandise when not on site; they should trade or work an arrangement that would see a fellow trader manage their uncovered stall (in their absence) or remove their stock at cease of trading.

Mrs Fisher speculated that some current traders may be lost.  Councillor Howell reiterated that it was a new beginning for the Market.

The Chairman and Mr Dendle considered the disposal of the wooden extended ladder equipment and of the faded “cloth poem”.

RETURN TO STANDING ORDERS

Proposed by Councillor D Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 5, Against: 0)

Mr Dendle provided detail for the 23 April 2016 opening, featuring a St George’s Day theme and Morris Dancing.  Invitations had been sent to:

•    Kingsley and Bideford Schools to provide low key background acoustic music during twenty minute slots. 
•    Torridge Male Voice Choir to sing the Little White Town. 
•    Television / media.
•    The Mayor, Mayoress and Harry Juniper (to cut the ribbon).

An advertisement had been placed inviting Arts / Crafts people to take up a stall on the day.  He also questioned whether a commemorative plaque would be in order.

Mr Fisher wondered if bunting and balloons could be incorporated into the St George’s theme.

Mr Dendle reminded Members that in his original brief which had been presented to the Council he had allowed monies to cover the opening and publicity.  The Market Administrator confirmed that the project was within budget and the cost should be allocated accordingly. 

Proposed by Councillor Brenton, seconded and

RESOLVED:  That effective from 1 April 2016:

•    The Market Hall would be open to trading for five days a week, Tuesday through to Saturday, working within the Market Officer’s hours:

Tuesday            08.00    16.00
Wednesday    09.00    15.00
Thursday    09.00    15.00
Friday            09.00    16.00
Saturday    08.00    16.00

•    Subject to review there will be no increase in monthly charging:
o    Two trading days a week - £30.00.
o    Three to five trading days a week - £35.00.
o    The Casual Rate of £5.00 per stall per day would remain.
o    Stalls would no longer be covered, the display must be uninhibited.  Alternatively the goods must be removed.

•    A letter to be sent to each of the current stall holders advising them of the policy.

•    Work shop unit tenants may arrange access to the Market Hall, through the Market Administrator, on the non-trading Monday.

(Vote – For: 5, Against: 0)

Reflecting on the changes to trading and Market Hall set up it was agreed that the publication and distribution of the Leaflet should be delayed until after 1 April 2016.

124  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)

PART II (CLOSED SESSION)

125  MARKET HALL WORK SHOP UNIT INITIATIVE

a.   Following discussion on facilities and size in relation to Butcher’s Row shop units it was:

Proposed by Councillor Brenton, seconded and

RESOLVED:  That effective 1 April 2016, the tenancy agreement would incorporate a monthly rent of eighty pounds paid (monthly) in advance, requiring a deposit of eighty pounds.  Accompanying the Lease, the Tenancy at Will would provide a six month period where either party may quit; if not exercised the term would continue for the full two years.

The Butcher’s Row Tenancy will be amended to reflect the Market Hall Work Shop Units.

(Vote – For: 5, Against: 0)

b.   The Members considered three quotations that would provide electricity to each of the units with appropriate protection.

Proposed by Councillor Johns, seconded and

RESOLVED:  That SjF Electrical is invited to complete the Electrical Installation work for the Units at the quoted price of £2,200.00 prior to 1 April 2016.

(Vote – For: 5, Against: 0)

c.   The Members considered twelve applicants for the eight work shop units.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the following successful applicants are offered a tenancy for the Market Hall Shop Units: Sophie Cobb/Tracey Benton, Alison Dallyn, Jenny Ferrow, Petra Harris, Brendan O’Brien, Razale Scott Olivier, Marie Russell and Galen Wood.

(Vote – For: 5, Against: 0)

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

Members noted that the Tenant for 26 Market Street had given Notice to Quit effective 11 May 2016.  Councillor Howell agreed to advertise the Unit on Social Media.

127  UPDATE ON RENT ARREARS

The Market Administrator confirmed that assurances had been provided confirming rental payments.

There is a confidential minute associated with this agenda item.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.47 pm.

















 














 




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